Administrative / Executive Assistant 5

Job Description

Job Description

Title : Administrative / Executive Assistant 5

VMS ID : 61837-1

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.