Admin - Executive Assistant

Quail Construction, 5555 East Van Buren Street #240, Phoenix, Arizona, United States of America

Posted Tuesday, July 14, 2026 at 7:00 AM

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.

• 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)

• 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

• 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

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

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

• PTO
• 401(k)
• Medical
• Vision insurance

Helix Traffic Solutions, LLC is an Equal Opportunity Affir...