Vanir Construction Management, Inc.

  • Executive Assistant

    Job Locations US-AZ-Phoenix
    Job ID
    Administrative/ Clerical
  • About Vanir

    Vanir Construction Management, Inc. has been exceeding client expectations for 35 years. Our progressive growth and quality of service has led Vanir to become consistently ranked among the top construction management firms in the nation by Engineering News-Record. As we continue growing into new areas and markets, our focus is to maintain a team of creative, ambitious, and visionary individuals.

    Job Description

    The position of Executive Assistant is responsible for the direct administrative and operational support. The Executive Assistant provides administrative and office management support in the areas of clerical tasks, documentation, and office operation functions. Will provide administrative support for office staff, and related support to corporate, area, contractor, and client offices as assigned. Administrative functions include scheduling, recording meeting minutes, assisting with project documentation and correspondence, electronic and hard filing, and similar document management tasks. Office support functions include ordering and organizing office and breakroom supplies, and ensuring office equipment is in working order.


    Essential Duties & Responsibilities

    • Assist with meeting scheduling, including coordination of meeting rooms and confirmation of key participant availability
    • Coordinates meeting logisitcs including calendaring, meals, travel, AV needs, etc.
    • Provide word processing, assembly and distribution of correspondence, meeting minutes, monthly reports and proposals
    • Perform reception duties
    • Maintain regular reports and metrics as required by direction
    • Prepare presentation materials for Project Executives and Project Managers
    • Support office staff including calendaring, screening or directing calls, and other administrative support duties
    • Maintain access and retrieve documents from internal/external filing systems
    • Maintain mailing lists and coordinate for periodic updates
    • Complete, distribute, and/or collect forms for corporate and client procedures
    • Assist with onboarding and orientation of new employees
    • Train staff and/or assists with providing access to document and project management tools
    • Request and receive project files from external team members
    • Maintains office and meeting supplies
    • Assists with special projects, tasks, and events as directed
    • Perform other duties as required


    Minimum Required Qualifications

    • High school diploma is required; Bachelor's degree is preferred, but not required
    • 5+ years of experience in an administrative role is required
    • Must possess knowledge and application of providing administrative support to corporate and construction office procedures, administrative support applications and practices
    • Understanding and capability for effective personnel interactions in professional settings
    • Must have the ability to provide interpersonal and communications skills to effectively communicate in person or via correspondence. Proficient use of English grammar, proofreading/editing and spelling is required
    • Must have a complete understanding of standard corporate policies and procedures
    • Prompt, regular attendance at assigned worksite is necessary and required
    • Advanced computer skills and familiarity with Microsoft Office Suite products. Project documentation software experience is preferred
    • Ability to represent Vanir and related entities in a professional manner at all times to ensure company policies and procedures as well as compliance to all applicable laws and regulations.

    How to Apply

    If you're interested in working for Vanir Construction Management, Inc., please visit our website to learn more and to apply online at


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    Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.


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