Executive Assistant

McCarthy Holdings Inc   •  

Phoenix, AZ

Industry: Real Estate & Construction

  •  

8 - 10 years

Posted 103 days ago

This job is no longer available.

Executive Assistant

Administrative — Phoenix, Arizona

Reporting & Working Relationships

  • Reports to the Senior Vice President of the Arizona business unit
  • Supports the Arizona and K-12 business unit teams
  • Interacts regularly with other Region Executives and Corporate Department Heads
  • Serves as contact for select Clients and Subcontractors and their Executive Assistants
  • Works with fellow Executive Assistant/Office Manager to effectively manage the administrative functions of the office

Key Responsibilities

  • Project manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadline
  • High-Level calendar and schedule management
  • Coordinate all travel accommodations
  • Schedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences and conference calls
  • Coordinate department public relations functions, as assigned, such as special events, fundraising events, conferences, seminars, etc.
  • Maintain contacts and manage client follow-up calls and meetings
  • 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, vendor and check requests
  • Review and reconcile office invoices
  • Order office supplies
  • Provide front desk and switchboard coverage as required
  • Perform basic administrative and support functions for office
  • Other tasks and duties as assigned

Qualifications:

  • 7-10 years of administrative support 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
  • 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 and PowerPoint programs
  • Willingness to take on a variety of responsibilities for executives and work non-traditional hours as needed
  • Forward-thinking and has an ability and willingness to anticipate needs and be proactive
  • 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 is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, religious beliefs, marital status, genetic information, national origin, disability or protected veteran status.


McCarthy is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, religious beliefs, marital status, genetic information, national origin, disability or protected veteran status.