Executive Assistant

Willmeng Construction • Phoenix, AZ

20d • Onsite

About The Position

The Executive Assistant serves as a strategic partner to executive leadership by creating efficiencies, managing priorities, and enabling leaders to operate effectively in a fast-paced, high-growth environment. This role goes beyond traditional administrative support and requires strong executive presence, sound judgment, technical proficiency, and the ability to proactively manage complex schedules, communications, travel, and follow-through. The Executive Assistant will support multiple senior leaders and help drive operational effectiveness across the Energy Business Development Group.

Requirements

• 5–8+ years of executive assistant or senior administrative support experience, including direct support of C-suite or senior leadership
• Advanced proficiency in Microsoft Office Suite, collaboration platforms, AI tools, and scheduling and productivity systems.
• Exceptional organizational skills with the ability to manage complex calendars, executive travel, and multiple competing priorities simultaneously.
• Strong executive communication, relationship management, and interpersonal skills with the highest level of professionalism and discretion.
• Proactive problem-solver who anticipates needs, operates independently with minimal direction, and thrives in a fast-paced, dynamic environment.

Nice To Haves

• Bachelor's degree preferred.
• Construction, real estate, energy, or professional services industry experience is a plus.

Responsibilities

• Own and proactively manage executive calendars and scheduling priorities.
• Coordinate internal standing meetings, one-on-ones, leadership meetings, and impromptu scheduling changes.
• Manage external client meetings and executive availability.
• Prioritize competing requests and protect executive focus time.
• Coordinate membership engagements and industry involvement including NAIOP, SIOR, AZ Forward, and related organizations.
• Coordinate complex executive travel arrangements including flights, hotels, transportation, dining reservations, and detailed itineraries.
• Manage conference registrations and executive participation logistics.
• Coordinate client dinners, networking events, and industry engagements.
• Anticipate travel disruptions and proactively resolve scheduling conflicts.
• Prepare agendas, meeting materials, and executive briefing documents.
• Administer Bloom Growth meeting workflows, notes, and follow-up tracking.
• Draft and manage executive correspondence, scheduling communications, and stakeholder follow-ups.
• Track action items and proactively drive accountability and completion.
• Prioritize incoming requests and communications based on urgency and business impact.
• Assist with expense reports, invoices, and executive administrative workflows.
• Conduct research, prepare briefing materials, and support special projects.
• Organize and maintain confidential documents, files, and communications.
• Serve as a trusted operational partner for executive leadership.
• Anticipate leadership needs before they arise.
• Identify operational gaps and proactively recommend solutions.
• Help executives remain organized, responsive, and focused on strategic priorities.
• Operate with professionalism, discretion, and strong business judgment in highly visible situations.

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: Executive