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.
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