Executive Assistant Marketing Support

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.
• We currently have over 2000 employees in 70 offices throughout the United States Latin America Canada and the UK.

Key Responsibilities:

• 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 Hazens 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
  • 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
• Bachelors 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
• Starting pay range for this position depends on skills experience education and geographical location