Executive Assistant / Marketing Support
16 days ago
Tempe
Job Description Join our Hazen team and help make the world a better place by delivering exceptional client service in all things water®. Hazen is a creative, employee-owned firm with minimal bureaucracy, where employees are empowered to thrive. Hazen is seeking a highly organized, proactive, and detail-oriented professional to support executive leadership and marketing initiatives within our Intermountain Region and Tempe office. This role is ideal for someone who thrives in a fast-paced technical environment, anticipates needs before they arise, and operates with a high degree of professionalism and discretion. The successful candidate will serve as a trusted partner to senior leaders while also playing a key role in marketing coordination, recruiting logistics, and office operations. Why Hazen and Sawyer: • Founded in 1951 by the son of Allen Hazen (developer of the Hazen-Williams equation), we are an employee-owned company with a singular focus on "all things water.", • Our work includes planning, design, and oversight of construction of environmental infrastructure – for water, wastewater, and stormwater management., • We foster a work environment low on bureaucracy and high in creativity., • We recruit talented professionals, provide them with challenging, interesting, and creative assignments, and furnish them with the tools they need to succeed., • Executive Support, • Provide strategic administrative support to executive leadership, • Manage complex calendars, coordinate meetings, and arrange travel logistics, • Prepare reports, dashboards, and data analysis using Microsoft Excel, • Draft, edit, and refine correspondence, reports, and presentations using Microsoft Word, • Develop polished materials for meetings, proposals, and leadership events, • Safeguard confidential and sensitive information, • Track project action items and ensure timely follow-up, • Serve as a key administrative liaison to Project Managers and Project Directors, • Interface with clients and trade partners on behalf of senior leadership when needed, in a professional, collegial fashion, • Monitor client accounts, support preparation and transmittal of invoices and billing statements, monitor status of receivables and subconsultant/supplier invoices, • Marketing & Proposal Coordination, • Coordinate marketing activities, • Partner with pursuit managers to maintain and update the opportunity tracking system, • Collaborate with engineers and technical staff to develop compliant and compelling proposal content, • Contribute to copywriting and editorial review of marketing materials, • Maintain and update project descriptions and firm qualifications, • Format and tailor resumes for proposal submissions, • HR & Recruiting Support, • Coordinate interview scheduling and candidate communications, • Facilitate onboarding logistics, including IT coordination and supervisor scheduling, • Maintain discretion when managing sensitive personnel information, • Operations Support, • Lead planning and coordination of office events and team activities, • Manage venue selection, vendor communication, budgets, and guest lists, • Oversee catering arrangements for meetings and events, • Coordinate travel arrangements for staff and visitors, • Manage content postings for Hazen’s internal media platform, • Document Control, • Administer project contract files and maintain organized records, • Format and standardize documents to align with company branding and quality standards, • Perform QA/QC reviews and technical editing of documents, • Minimum of five years of experience supporting senior leadership in an executive or high-level administrative role, • Proven ability to manage confidential and sensitive information with integrity, • Exceptional written and verbal communication skills, • Advanced proficiency in Microsoft PowerPoint, Excel, and Word, • Strong organizational, prioritization, and time management abilities, • High attention to detail with a refined eye for layout and design, • Ability to manage competing priorities in a fast-paced environment, • Self-directed, dependable, and solutions-oriented, • Experience in a professional services firm preferred, engineering industry experience a plus, • Bachelor’s degree preferred but not required, • Comprehensive health benefits (medical, dental, vision, and prescription plans), • Pre-tax flexible spending plans for medical, dependent care, and transportation, • Short and long-term disability, and employer paid life insurance, • Paid holidays, floating holidays, and paid time off (PTO), • Employer-contributed 401(k) plan and additional financial planning support, • Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships, • Starting pay range for this position depends on skills, experience, education and geographical location