Calendar Management Virtual Assistant Jobs in Arizona

About Spara Technologies LLC - Spara Technologies is a mission-driven defense technology company committed to protecting freedom and ensuring global security. Backed by over a century of engineering excellence, we deliver advanced technologies and trusted solutions that safeguard our nation and its allies. As a dynamic startup, we move fast, adapt constantly, and rely on people who take ownership, figure things out, and make things happen.

Position Summary - Spara Technologies seeks a highly adaptable, service-oriented, self-starting HR Specialist/Administrative Assistant to support the CEO, executive leadership, engineering and manufacturing teams, and customers. This is a hands-on, onsite, business-critical role where responsiveness, accuracy, and follow-through directly impact profitably, customer confidence, and operational success.

This role is ideal for someone who thrives in ambiguity, enjoys wearing multiple hats, and takes pride in being the person who keeps everything moving. The successful candidate will be a problem solver, organizer, and trusted partner who builds structures where none exists and adapts as the business grows.

Key Responsibilities

Customer Service & Business Enablement

• Serve as a front-line point of contact for customers, subcontractor engineers, and internal stakeholders, delivering fast, professional, and accurate responses
• Provide a high-touch service experience for both customers and talent, recognizing they are Spara's most critical assets
• Track requests, commitments, and action items to ensure timely follow-through and resolution
• Proactively identify and resolve issues that could delay engineer deployment, manufacturing schedules, customer satisfaction, or revenue

Executive Assistant Support (CEO & Leadership)

• Provide direct administrative support to the CEO and team, including complex calendar management, prioritization, and conflict resolution
• Manage all aspects of domestic and international travel, including off-hours support when required
• Accurately prepare and submit expense reports in accordance with company policies
• Proactively manage executive email, flagging priority actions and ensuring follow-up
• Prepare executive-level documents, reports, and presentations
• Coordinate meetings end-to-end, including room scheduling, virtual meetings, visitor escorting, materials, and catering
• Attend meetings as needed, take meeting minutes, and distribute action items
• Build collaborative relationships with other administrative and executive support staff

HR Operations & Talent Acquisition Support

• Own and execute onboarding and offboarding for employees and subcontractors with speed, accuracy, and compliance
• Coordinate background checks, clearance documentation, contracts, system access, and orientation
• Enable rapid deployment of engineers to customer and internal assignments, understanding onboarding speed directly impacts customer and employee satisfaction
• Maintain accurate, confidential personnel and subcontractor records
• Serve as a trusted administrative resource for engineers and staff
• Actively support recruiting efforts at local job fairs, career events, and industry networking opportunities
• Coordinate outreach and partnerships with high schools, trade schools, JTEC programs, and other vocational/technical pipelines to identify and attract engineering and technician talent
• Assist in developing and executing targeted talent identification strategies to build a robust pipeline of skilled technicians and engineers

Quality, Manufacturing & Compliance Support

• ****Support manufacturing workflows by ensuring administrative and operational needs are met
• Support AS9100 certification and compliance activities, including document control, record management, and audit preparation
• Assist quality engineers with maintaining quality system documentation and ensuring procedures are followed
• Coordinate corrective actions, training records, and compliance documentation as required

Facilities, Office & Operations Management

• Support facilities management, including coordination with vendors, building services, and maintenance
• Order office supplies, manufacturing consumables, and general materials
• Coordinate and order lunches for meetings, team events, and customer visits
• Plan and coordinate company events, meetings, and employee engagement activities
• Ensure a professional, safe, and well-organized onsite work environment

Marketing, Communications & Brand Support

• Assist with marketing initiatives, including drafting and scheduling social media posts
• Support customer-facing communications, announcements, and internal messaging
• Help maintain a polished and professional company image

Startup Flexibility & Ownership

• Operate effectively with changing priorities, evolving processes, and minimal supervision
• Take ownership of problems and figure out solutions even when direction is limited
• Build, refine, and document processes as the company scales
• Take on additional duties as required to support business needs
• Maintain a positive, solutions-oriented mindset in a fast-paced startup environment

Qualifications You Must Have

• Associate Degree (AA/AS) or equivalent experience
• Minimum 5 years of experience in administrative, executive assistant, HR, operations, or similar roles
• 5+ years of experience with Microsoft Office Suite
• Proven ability to work independently, prioritize effectively, and execute with urgency
• Strong written and verbal communication skills
• High attention to detail and strong follow-through
• Comfortable working in ambiguity and adapting to changing business needs
• U.S. Citizenship required

Preferred Qualifications

• Experience in startups, small businesses, or fast-growth environments
• Experience supporting manufacturing or engineering organizations
• Experience onboarding subcontractors or independent contractors
• Experience in talent acquisition, recruiting coordination, or community/technical school outreach
• Marketing or social media experience
• Experience with facilities or office management

Work Environment

• Onsite role in Tucson, AZ
• Fast-paced startup environment with high accountability

Why This Role Matters This role is foundational to Spara Technologies' success. The individual in this role will have broad ownership, high visibility, and meaningful impact as Spara continues to grow.