Job Description: McCarthy Building Companies, Inc.
Position Summary: High level administrative support to the Senior Vice Presidents and Vice Presidents of our Renewable Energy group. This position manages all administrative functions for the roles they support, including heavy calendar management, organizing travel arrangements, and handling correspondence. In addition, supports the overall operations team by coordinating projects, profit projections, and assisting with other tasks as needed; all while ensuring a smooth and efficient functioning of the Renewable Energy group's leadership team. Reporting & Working Relationships
Executive support for the Executive Vice Presidents and Vice Presidents of our Renewable Energy Group
Reports to the Executive Assistant as well as the executives
Supports additional leadership and teams as assigned
Interacts regularly with other region executives and corporate department heads
Serves as contact for clients and their Executive Assistants
Works with fellow Executive Assistants and Office Manager to effectively manage and support the administrative functions of the office and support philanthropic activities in Phoenix
Key Responsibilities
Partner with executives and manage up to increase their effectiveness and efficiency
Extensive high-level calendar and schedule management
Schedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences and conference calls
Coordinate travel and accommodations for Executives
Coordinate and plan events including but not limited to conferences, seminars, large meetings, special events, fundraisers, golf tournaments, team builds, etc.
Maintain contacts and manage client follow-up calls and meetings
Project manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadline
Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
Track, maintain and report on various data to support executives
Prepare and process expense reports
Review and process invoices and check requests
Order break room and office supplies as needed
Provide front desk and switchboard coverage as required
Perform basic administrative and support functions for office
Other tasks and duties as assigned
Qualifications:
7+ years of Executive Assistant experience in 500+ size company and at least 5 of those years supporting VP level or above
Able to assist multiple executives with competing priorities and meet deadlines
Forward-thinking and has an ability and willingness to anticipate needs/issues and be proactive
Solution driven
Due to the sensitive nature of this position, a demonstrated ability to maintain the highest levels of confidentiality, integrity and discretion is critical
High proficiency in calendaring using Microsoft Outlook
High proficiency with Word, Excel, Smartsheet, SharePoint, Teams, OneNote and PowerPoint programs
Experience using InDesign desirable
Willingness to take on a variety of responsibilities for executives and work non-traditional hours as needed
Willingness to partner with Executives to achieve a high-performing partnership and department
Ability to partner with executives and the administrative team to meet the needs of the office
Ability to compose non-routine correspondence on own initiative
Event and meeting coordination experience
Experience in working in a fast-paced environment with the ability to meet daily deadlines
Strong attention to detail and solid follow through
Ability to write and communicate effectively
McCarthy Building Companies is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, gender expression, religious beliefs, marital status, genetic information, national origin, disability, protected veteran status, or any other basis protected by federal, state, or local law.
