Executive Administrative Assistant

Job Overview

About the Role:

Airpark Signs & Graphics is seeking an organized, proactive Executive Administrative Assistant to work directly with our Owner. This position provides day-to-day administrative support, helps manage competing priorities, and ensures communication and follow-through are handled professionally.

The ideal candidate is personable, detail-oriented, and comfortable working in a fast-paced environment. You will help draft proposals, screen phone calls, coordinate appointments, and keep important information and action items organized. Success in this role requires sound judgment, discretion, and the ability to anticipate needs while representing the Owner and Airpark with professionalism.

Job Responsibilities

• Executive Support: Provide direct administrative support to the Owner, helping organize daily priorities, prepare for meetings, and track outstanding tasks and commitments.
• Proposal & Document Preparation: Draft, format, and proofread client proposals, correspondence, presentations, and other business documents using information provided by the Owner and internal teams. Coordinate any missing details and obtain approval before distribution.
• Phone & Inquiry Management: Screen and field incoming phone calls and inquiries on behalf of the Owner. Address routine questions, direct requests to the appropriate team member, and communicate messages accurately and promptly.
• Calendar & Appointment Management: Manage the Owner’s calendar, schedule appointments and meetings, confirm details, and resolve scheduling conflicts.
• Communication & Correspondence: Draft emails and other communications on behalf of the Owner. Prioritize incoming requests and flag items requiring attention or a timely response.
• Client & Business Relationships: Serve as a welcoming, professional point of contact for clients, vendors, and other business partners. Support responsive communication and thoughtful follow-through.
• Meeting Coordination & Follow-Up: Prepare meeting materials, take notes as needed, and track action items, deadlines, and follow-up commitments.
• Internal Coordination: Work with Project Management, Design, Production, Installation, and Accounting to gather information, communicate requests, and support the Owner’s priorities.
• Records & Organization: Maintain accurate, accessible digital files, contact information, proposal records, and other administrative documentation.
• Confidentiality & Discretion: Handle sensitive business, financial, client, and employee information with care and maintain appropriate confidentiality.
• Special Projects & Administrative Support: Assist with research, expense documentation, and other projects or administrative needs as assigned.

What we require

• Previous experience in an administrative assistant, executive assistant, or similar support role.
• Strong organizational and time-management skills, with the ability to prioritize competing requests and meet deadlines.
• Excellent written and verbal communication skills, including professional phone etiquette.
• Strong writing, proofreading, and document-formatting skills, with close attention to accuracy and detail.
• Proficiency with Google Workspace and/or Microsoft Office, including email, calendars, documents, and spreadsheets.
• Ability to exercise sound judgment, handle confidential information, and communicate professionally with a variety of audiences.
• Ability to work independently, anticipate needs, ask clarifying questions, and follow tasks through to completion.
• Flexibility and composure when priorities shift or interruptions arise.
• A dependable, service-oriented approach and the ability to work collaboratively across departments.

It would be great if you also had

• Experience supporting a business owner, executive, or senior leader.
• Experience in signage, construction, architecture, manufacturing, or another project-based business.
• Experience preparing client proposals, estimates, or other customer-facing business documents.
• Familiarity with SquareCoil or similar project management and customer relationship management software.
• Experience coordinating travel, preparing expense reports, or supporting business events.
• An interest in learning about architectural signage and the process from proposal through installation.

Compensation & Benefits

• Competitive Pay | Compensation is based on experience
• Generous benefits

*Benefits are offered after a probationary period

• Available company-paid medical benefits after 90 days of employment
• Available Dental & Vision after
• 401k (after 1 year)
• Vacation / PTO
• Paid holidays

About Airpark Signs & Graphics

As one of the leading architectural signage and environmental graphics firms in the Southwest, Airpark Signs & Graphics takes immense pride in delivering innovative design and quality signs to our valued clients. The backbone of Airpark Signs & Graphics is our talented team and skilled craftsmen who are relentlessly committed to delivering excellence. A sizable percentage of our team has worked at Airpark Signs & Graphics for a decade + and still going strong. Genuine investment in our people and their professional development means a great deal to us as we know that value is reflected in the products we make and the client relationships we cultivate. If you're looking for a rewarding career where you make cool things, build amazing structures, foster professional growth, and are committed to excellence we encourage you to apply!

How to Apply:

Interested candidates may forward their resume or experience & contact information to [email protected]

No phone calls, please

Additional Information:

Hiring is contingent on passing a complete background check. This role is not eligible for visa sponsorship.

Airpark Signs & Graphics is an equal employment opportunity employer. All applicants receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, marital status, national origin, age, mental or physical disability, protected veteran status, or genetic information, or any other basis protected by applicable law. Airpark Signs & Graphics also prohibits harassment of applicants or employees based on any of these protected categories.

Please note this job description is not designed to contain a comprehensive listing of responsibilities, activities, or duties that are required of the employee for this job. Responsibilities, activities, and duties may change at any time with or without notice.

Pay: $55,000.00 - $68,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you willing to complete a pre-employment drug screening if you receive a conditional offer of employment?
• This position requires working full-time on-site at our office. Are you willing and bale to meet this requirement?

Work Location: In person