Executive Assistant

2 weeks ago

Phoenix, United States McCarthy Building Co Full time

**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.

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