Title: Administrative/Executive Assistant 5
Location: Tucson, AZ
Duration: 24 months
Job Description:
The Administrative/Executive Assistant provides high-level administrative support by conducting research, handling information requests, and performing clerical functions. This individual serves as a key communication and information liaison for the office and facility.
Key Responsibilities:
- Oversee general office duties such as ordering supplies, maintaining records, and handling basic bookkeeping
- Review and approve invoices, memos, letters, financial statements, and other internal documents
- Analyze incoming communications and plan appropriate distribution
- Prepare agendas and coordinate meetings, including committee and board sessions
- Serve as front desk reception, check in visitors, and manage facility access
- Assist employees with facility-related inquiries and support mailroom activities
- Support event setup and related logistics as needed
Qualifications (Required):
- High School Diploma or GED
- 10+ years of experience in administrative or executive support
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and MS Teams
- Strong verbal and written communication skills
- Ability to multitask, work independently, and manage confidential information
- Organized, detail-oriented, and customer-service focused
Soft Skills Required:
- Self-motivated and proactive
- Calm under pressure, especially in high-traffic environments
- Team-oriented with a strong customer-first mindset
Disqualifiers:
- Less than 10 years of relevant experience
- Lack of proficiency with required tools
- Unavailable to work onsite full-time
Typical Day & Team Interaction:
- Welcome and check in visitors at the lobby reception desk
- Manage access control gates and collaborate closely with security
- Support internal teams with administrative needs and general inquiries
- Assist with event and mailroom coordination
- Report to and work as part of the facilities team
Value Proposition:
This highly visible role is the first point of contact for all visitors-including customers, dealers, employees, and executives-at one of the busiest areas of the facility. In 2024 alone, the site hosted over 9,500 visitors, offering a dynamic, fast-paced environment with opportunities to build strong professional relationships and contribute to a secure, service-oriented workspace.