Executive Assistant / Marketing Support

About the role

Hazen is a creative, employee-owned firm focused on "all things water." Founded in 1951, we provide planning, design, and construction oversight for environmental infrastructure projects. Our mission is to deliver exceptional client service and foster a supportive, creative work environment.

Key Responsibilities

• 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
• Maintain and update the opportunity tracking system
• Contribute to copywriting and editorial review of marketing materials
• Manage interview scheduling and candidate communications
• Facilitate onboarding logistics, including IT coordination and supervisor scheduling
• Manage planning and coordination of office events and team activities
• Oversee catering arrangements for meetings and events
• Coordinate travel arrangements for staff and visitors
• 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
• Coordinate printing, binding, and final production of deliverables

Qualifications & Skills

• 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
• Notary or ability to obtain an Arizona notary license within three months of hire

What We Offer

• 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

Pay

Starting pay range for this position depends on skills, experience, education and geographical location.