Executive Assistant

Executive Assistant to the Owner — Ethos Mechanical, LLC (Tucson, AZ)

About Ethos Mechanical
Ethos Mechanical is a Tucson-based process piping contractor with an in-house fabrication shop. We serve industrial, commercial, and technology clients across Arizona and beyond — from mechanical retrofits on secure facilities to prefabricated pipe packages shipped to large-scale construction sites. We’re a medium sized, fast-moving company with high standards for quality and documentation, and we’re growing. That growth is exactly why this role exists.

About the role
The owner runs estimating, project management, purchasing, and business development for the company — and also manages several outside business and property interests, plus the everyday demands of a personal life. He needs a right-hand person who can take ownership of the administrative load so he can stay focused on the work that moves the company forward.

This is not a receptionist or front-desk position. You’ll be a trusted partner working directly with the owner, handling a mix of business administration, document work, scheduling, and personal logistics. Some days will be spent formatting a proposal and chasing down vendor paperwork; others will involve booking travel, coordinating a repair at a rental property, or making sure a deadline doesn’t slip while he’s on a job site. The right person finds that variety energizing rather than exhausting.

What you’ll do

Owner support and communication

• Own the owner’s calendar: schedule meetings, site visits, calls, and travel; protect focus time; resolve conflicts before they become problems
• Monitor and triage email and messages; draft replies, flag what’s urgent, and follow up on open items
• Prepare agendas, take notes, and track action items from meetings
• Act as a professional, discreet point of contact for clients, vendors, employees, and personal contacts

Business administration

• Draft, format, proofread, and finalize company documents: proposals, bid forms, submittal packages, subcontract paperwork, vendor credit applications, prequalification forms, and correspondence — all on company letterhead and to company standards
• Track bid deadlines, RFI responses, submittal due dates, and contract milestones; maintain a running log and send reminders
• Manage document control: file naming, version tracking, and organized storage in shared drives and the company’s project-controls system
• Assist purchasing with RFQs, vendor follow-ups, order tracking, and delivery confirmation
• Coordinate with bookkeeping on invoices, receipts, expense reports, and vendor setup
• Help maintain company records: licenses, insurance certificates, registrations, safety documentation, and employee paperwork
• Support hiring and onboarding logistics as the team grows

Personal and household support

• Manage personal appointments, reservations, and travel
• Coordinate maintenance, vendors, and paperwork for personal properties and vehicles
• Handle bills, renewals, insurance, and recurring obligations so nothing is missed
• Run errands and manage the occasional one-off project (gifts, events, family logistics)
• Keep personal and business matters clearly separated and confidential

What we’re looking for

• 3+ years of experience as an executive assistant, office manager, or project administrator supporting an owner or senior leader
• Construction, trades, manufacturing, or engineering experience strongly preferred — familiarity with bids, submittals, subcontracts, and lien/insurance paperwork is a real advantage
• Excellent written communication: you write clearly, catch errors, and produce documents that look professional without being told twice
• Highly organized with strong follow-through; you keep lists, you close loops, and you don’t need reminders to remind other people
• Proficient in Microsoft 365 (Outlook, Word, Excel, Teams); experience with Adobe Acrobat or Bluebeam, QuickBooks, and database or ERP systems is a plus — and you learn new software fast
• Discreet and trustworthy with sensitive business, financial, and personal information
• Resourceful and self-directed: comfortable taking a vague request and figuring out the right outcome
• Calm under shifting priorities; able to tell the difference between urgent and important
• Valid driver’s license, reliable transportation, and willingness to run local errands

What success looks like in the first 90 days

• You’ve taken full ownership of the calendar and inbox triage
• Proposals and submittals go out on time, formatted correctly, with no last-minute scrambles
• Bid and contract deadlines live in one tracked system you maintain
• Recurring personal and business obligations are calendared and handled without the owner needing to think about them
• Vendors, clients, and employees know you as the reliable person who gets things done

Compensation and schedule

• Full-time, on-site at our Tucson location.
• Competitive hourly or salaried pay based on experience
• Benefits package including paid time off and holidays; additional benefits discussed at offer
• Standard business hours with occasional flexibility for time-sensitive matters

How to apply
Send a resume and a short note — a few sentences is fine — on why this role fits you and what kind of work you do best to [email protected] with the subject line “Executive Assistant.” We read every application and respond to all qualified candidates.

Ethos Mechanical, LLC is an equal opportunity employer.

Include "thorough" in the end of the subject line.

Pay: $65,000.00 - $95,000.00 per year

Work Location: In person