Administrative/Executive Assistant 5

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.