The Administrative Assistant position plays a key role in supporting the Vice President and the Southwest HR team. This role will help coordinate efforts to keep things running smoothly across the Phoenix, Tucson, and Mesa locations, as well as managing calendars, coordinating HR processes, and making sure leaders have what they need for day-to-day operations.

This is a contract to hire role. The hours for this position are Monday - Friday from 7:00am - 4:00PM.

This job will be located 3 days a week at our Phoenix location, and 2 days in our Mesa office. In August, this role will relocate full time to our brand new facility by the Mesa Gateway Airport.

Key Job Responsibilities

Office Management

- Perform reception duties, including greeting visitors, answering phones, and managing office entry.
- Manage mail and courier services.
- Order and maintain office stationery, kitchen supplies, and other consumables.
- Administer building access.
- Maintain visitor log and communication across the site.
- Coordinate logistics for company training, offsites, and conferences.
- Key contact for company expense reporting in Concur.
- Manage and maintain apparel and marketing merchandise.

Administrative Coordination

- Prepare and edit reports, presentations, and HR/office-related documents.
- Assist in coordinating various HR and office projects, ensuring deadlines are met.
- Serve as a central contact for internal and external stakeholders with professionalism.
- Coordinate meetings, roundtables, and site visits including preparing agendas, presentations, and other executive materials.
- Assist leadership with company sponsorship and donation process.

HR Support

- Maintain documentation requirements for online employee files.
- Initiate and manage pre-employment screening process with HR Ops and outside vendors.
- Prepare and process employment verification letters.
- Coordinate and track service award programs.
- Manage employee changes in CDK.
- Serve as reporting backup for HR data, ensuring accuracy and confidentiality.
- Prepare and maintain new hire documentation and assist with onboarding processes and orientation sessions.

Executive Support

- Manage complex calendars across multiple sites and time zones.
- Track action items, priorities, and deadlines to support follow-through.
- Coordinate travel arrangements and expense reporting for the VP.
- Prepare and submit VP expense reports in Concur for approval.

Qualifications/Requirements

- Previous administrative experience (HR or executive support preferred).
- Strong organizational and prioritization skills.
- Excellent written and verbal communication abilities across all levels of the organization.
- Proficiency in Microsoft Office Suite and HRIS/other relevant systems.
- Ability to handle confidential HR and leadership information with discretion.
- Strong sense of urgency and adaptability in a fast-paced, evolving environment.
- Experience supporting multi-site or regional operations.
- Exceptional organization, follow-through, and attention to detail.

Additional Information