Administrative Assistant for the General Business Development Group

Willmeng Construction • Phoenix, AZ

27d • Onsite

About The Position

The Administrative Assistant for the General Business Development Group provides day-to-day administrative and organizational support to the Business Development team. This role focuses on scheduling coordination, meeting logistics, travel arrangements, expense support, and administrative execution to help the team operate efficiently in a fast-moving environment. This is an on-site position 5 days a week with flexible hours within 8:00 am - 5:00 pm. This is an entry-level to early-career role ideal for a highly organized professional who enjoys supporting teams, managing details, and creating structure through strong communication and follow-through.

Requirements

• High school diploma required
• 1-3 years of administrative or office support experience, including scheduling and event coordination.
• Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills with a professional, customer-service mindset.
• Detail-oriented, dependable, and able to maintain confidentiality while supporting multiple team members.
• Proficiency in Microsoft Office; familiarity with Zoom/Teams, scheduling tools, and travel platforms.
• Comfortable learning new tools quickly, including Bloomgrowth, Concur, and Cosential, with a strong interest in leveraging AI to improve efficiency.
• Adaptable and proactive, with a solution-oriented approach to shifting priorities.

Nice To Haves

• Associate's or Bachelor's degree preferred.

Responsibilities

• Coordinate calendars, meetings, and scheduling logistics for Business Development leaders and team members.
• Schedule internal meetings, client meetings, interviews, and recurring team touchpoints.
• Assist with conference room coordination, meeting preparation, and catering arrangements.
• Support document preparation, formatting, filing, and organization.
• Coordinate travel arrangements including flights, hotels, transportation, and itineraries.
• Assist with conference registrations and event logistics.
• Help coordinate client events, networking engagements, and team gatherings.
• Draft scheduling communications, meeting confirmations, and follow-up emails.
• Monitor action items and assist with follow-through tracking.
• Support team communication and coordination across departments.
• Maintain organized digital files and shared resources.
• Assist with expense report preparation and reconciliation.
• Support invoice routing, receipts, and administrative documentation.
• Help maintain organizational processes and administrative workflows.
• Assist with special projects and research assignments as needed.
• Maintain confidentiality of sensitive business and personnel information.
• Support additional administrative functions as assigned.

Benefits

• Employee Stock Ownership Plan
• Discretionary annual bonus
• 401k with employer match
• Employee medical, dental, and vision insurance 100% covered, with options to add dependents at 50% coverage by Willmeng
• Flexible Time Off Policy
• 9 paid company holidays
• 3 consecutive weeks of parental bonding leave, with an additional 3-5 weeks of disability leave for delivery recovery
• Spacious break rooms with healthy meals & snacks provided at no additional cost
• Team-building activities, including volunteer opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED