EXECUTIVE ASSISTANT

2 weeks ago

AZ United States Hazen and Sawyer Full time
Join our Hazen team and make the world a better place providing exceptional client service in all things water® and superior technical solutions for our clients. Hazen is a creative, employee-owned company with minimal bureaucracy where employees thrive.

Hazen has outstanding opportunities for motivated, talented people that enjoy teamwork and collaboration, client service, and solving our clients' most difficult challenges. You will be supported by multiple mentors on projects and local office leadership.

Hazen and Sawyer is seeking a self-motivated and energetic administrative professional to join our Greenwood Village office. The ideal candidate is a team player and self-starter with exceptional organizational skills and the ability to work independently, as well as in a team environment. The ability to multi-task and be adaptable to changing priorities is essential to this position.

Responsibilities:

Executive Support
  • Support Management Team
  • Coordinate schedules to set meetings with others
  • Keep track of requirements for licensure and continuing education
  • Organize receipts and upload for Expense reports
  • Coordinate with vendors, schedules, purchasing, budget, office layout/colors
  • Maintain status and provide the service for contractual needs

HR/Recruiting Support
  • Assist with scheduling interviews
  • Assist with new hire onboarding and I-9 submissions
  • Prepare for new hire with IT request/setup, phone number setup, desk space preparation, and ordering business cards and nameplates
  • Ability to handle highly confidential information

Operations Support
  • Responsible for general office upkeep, cleaning, organization, mail, etc.
  • Plan, coordinate, and/or support activities and events
  • Coordinate venues, vendors, budget, invite list, research activities
  • Arrange catering for meetings and events
  • Support clients contact list maintenance
  • Coordinate travel arrangements for local staff or staff visiting local offices
  • Responsible for equipment and supplies inventory and management
  • Primary contact for building management, maintenance, safety, security
  • Coordinate posts for Hazen's internal media site (the Hub) including new hire announcements, marriages, newborns, professional accomplishments, office/regional activities, etc.

Document Control
  • Contract management (File and maintain project contracts)
  • Document formatting
  • Quality Assurance/Quality Control (QA/QC) and technical editing of documents
  • Assist in printing and binding documents

Reporting / Invoicing
  • Coordinate with Operations Manager and Project Managers to get invoices approved and to accounting
  • Directed administrative support to the Project Managers and the Project Directors

Marketing and Business Planning
  • Support general marketing efforts: Coordinate meetings, directed research, pull together marketing materials
  • Support pursuit managers in updating the opportunity tracking tool

Proposal Coordination
  • Work with engineers, scientists, and other technical staff to produce compliant and compelling stories
  • Support copywriting and copyediting
  • Assist with the creation and maintenance of project descriptions
  • Assist with preparing resumes

Qualifications/Skills Required:
  • Minimum 5 years' experience
  • Excellent written and verbal communication skills, with ability to interact with a variety of staff, clients, and vendors.
  • Strong multi-tasking skills - manage priorities, coordinate multiple/concurrent projects.
  • Demonstrates strong work ethic; develops efficient work methods and is detail oriented.
  • Proficiency in Microsoft Office Suite - Word, Excel, Outlook, PowerPoint, SharePoint.
  • Proficiency with Adobe, Bluebeam, and Procore software is desirable, but not required.
  • Prior experience in a professional services firm preferred. Experience in the engineering industry a plus.

Educational Requirements:

Associate's degree required. Advanced degree is preferred.

Benefits: 401k employer contribution, performance bonus, comprehensive medical, dental and vision insurance, employee assistance and wellness programs

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