Executive Assistant

POSITION SUMMARY

High level administrative support to executives and teams in a fast-paced, strategic environment. This pivotal role requires a blend of administrative expertise, strategic insight, and interpersonal skills. As a trusted partner, the Executive Assistant will play a critical role in executing the company's strategic vision, managing complex schedules, coordinating high-impact initiatives, and ensuring seamless communication across teams. This Executive Assistant role is an onsite position in Phoenix, requiring in-office presence to support executives and team operations effectively while serving as a cultural steward within the organization.

• Executive support for Vice Presidents and above as identified
• Reports to the Sr. Office Manager
• Works closely with clients and vendors
• Collaborates with Executive Assistants, Office Managers, and leadership across the company to manage calendars, administrative functions, and support activities, while also providing assistance to additional executives and partners as needed

RESPONSIBILITIES

• Drive the partnership with executives and manage-up to increase their effectiveness and efficiency
• Assist executives with email, task and priority management
• Serve as an extension of executives, facilitate communication and help manage client relationships; assist all levels of the company to align and execute region and company strategies
• Draft key internal and external communications with executive's intention and style
• Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
• Accurate, thorough and timely calendar management of complex schedules
• Strategize with executives on upcoming meetings, events, and tasks to create action plans, communications strategies, and ensure preparedness
• Minimize last minute changes and negative impacts, maximize productivity
• Coordinate extensive travel and accommodations
• Prepare and process expense reports
• Ensure executives are organized and informed
• Timely communication of new information, status updates and outcomes
• Manage electronic files and communication tools to ensure tasks, notes and documents are efficiently organized and accessible
• Research, track, maintain and report data to support executives
• Project manage meetings, tasks, events and initiatives to achieve significant impact and results
• Thorough planning, successful execution, and thoughtful communication strategies
• Events include but are not limited to meetings, lunch/dinners, interviews, video and phone conferences, seminars, special events, fundraisers, and team builds
• Manage time, multiple tasks, and competing priorities
• Consistently approach responsibilities and tasks with big picture, strategic thinking, and proactively address challenges
• Collaborate with administrative support team to delegate tasks and optimize efficiency
• Team with the administrative group to support office needs; plan and execute office events or initiative roll outs; provide backup coverage as needed
• Other tasks and duties as assigned

QUALIFICATIONS

• 7+ years of Executive Assistant experience in 500+ size company and at least 3 of those years supporting VP level or above
• Strong time management skills with the ability to support multiple executives, balance competing priorities in a fast-paced environment, and meet critical deadlines
• Proven experience in large event and meeting planning, execution, and extensive travel coordination
• Excellent written and verbal communication abilities, including active listening, accurate note-taking, professional correspondence, and thorough follow-through, with demonstrated ability to maintain the highest levels of confidentiality
• Proven experience in project management, implementation, and execution, with a flexible and proactive approach to taking on diverse responsibilities
• Strong big-picture thinking with the ability to connect relationships between information and events while maintaining keen attention to detail
• Excellent analytical and research skills to proactively anticipate needs, identify issues, and drive strategic, solution-oriented decision-making
• Strong interpersonal and communication skills with a focus on building trust, fostering relationships, and supporting high-performing executive partnerships with integrity and discretion
• High proficiency in Microsoft Outlook for calendaring, with strong skills in Word, Excel, Smartsheet, SharePoint, Teams, OneNote, and PowerPoint; InDesign experience is a plus.
• Flexibility to work non-traditional hours as needed
• Commitment to upholding and embodying McCarthy's core values in daily responsibilities and interactions

McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.


NOTICE TO EXTERNAL SEARCH FIRMS: McCarthy's Talent Acquisition Team is the only authorized representative permitted to engage with external search firms, staffing agencies, or other third-party recruiting partners. McCarthy maintains an Approved Agency List for recruiting partners, which is reviewed and updated annually.

McCarthy will only consider submissions from agencies with a signed fee agreement in place for the current year. McCarthy does not accept unsolicited resumes, candidate submissions, or referrals from agencies that do not meet these requirements.

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