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Open nowPosted 81 days ago

Admin - Executive Assistant

Helix118 open roles

Where
Quail Construction Corporate, 5555 East Van Buren Street, Phoenix, Arizona, United States of America
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Your applicationOpen nowAdmin - Executive AssistantHelix · Quail Construction Corporate, 5555 East Van Buren Street, Phoenix, Arizona, United States of America

  1. YouYes, apply to this one.

  2. CV RocketCV written for this posting.

  3. 25 readersRecruiter, hiring manager, skeptic. Round after round.

  4. CV RocketApplied on Helix's own form.

The reply lands in your private mailbox

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The clock on this job

Early applications get read.

7.8% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 1.7%1 day
  2. 3.5%3 days
  3. 7.8%7 days
  4. 14.6%14 days
  5. 34.1%30 days
This job: posted 81 days ago

The posting

Executive Administrative Assistant  We are seeking a highly skilled and experienced Executive Administrative Assistant to support our leadership team in a fast-paced, dynamic environment. This role requires a polished professional who thrives under pressure, can seamlessly shift priorities, and anticipates needs before they arise. The ideal candidate is proactive, detail-oriented, and operates with a high level of discretion and professionalism. You must be comfortable managing multiple priorities, navigating changing demands, and acting as a trusted partner to leadership. If you are someone who takes initiative, communicates effectively, and brings structure and efficiency to complex environments, we want to hear from you. Executive Support and Core Administrative Responsibilities

Answer and direct phone calls, emails, and general inquiries Greet visitors and maintain a professional front office environment Manage Executive calendars, schedule meetings, and coordinate appointments Assist with meeting setup (agendas, materials, notes, follow-ups) Prepare and distribute correspondence, memos, and reports Maintain organized filing systems (electronic and physical)

  Strategic Operations & Coordination

Order and manage office supplies and inventory Coordinate office maintenance, vendors, and service requests Support company events, training, and team activities Coordinate detailed travel arrangements

Track key projects, deadlines, and deliverables to ensure execution Assist Executives by gathering data, conducting research, and summarizing findings

   Data Entry & Reporting

Assist with certified payroll reporting and compliance tracking

Review fuel reports and notate any discrepancies Track and compile reports (KPIs, project tracking, or metrics) Assist with document control and record retention Update databases, spreadsheets, and company logs

   HR & Compliance Support

Assist with tracking the recruiting system Assist with onboarding (new hire paperwork, orientation scheduling) Assist with Annual employee file audits and archives

  Project & Department Support

Prepare documentation for licensing and application processes COI – Insurance processing Tracking & maintain business licensing renewals Assist with project documentation and contract tracking

  General Expectations

Maintain confidentiality of sensitive information Demonstrate strong organizational and time-management skills Handle multiple priorities in a fast-paced environment Provide excellent customer service internally and externally

  This is a Full-Time, in office position $30.00 an hour  

PTO 401(k) Medical Vision insurance Dental insurance

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