Administrative Assistant

Position Summary
McCarthy Building Companies is seeking a skilled and motivated Administrative Assistant to provide direct support to executive level leaders and general office administrative support. You will be responsible for performing a wide range of administrative and office tasks. The ideal candidate will be proactive, adaptable and have a team player mentality while maintaining a high level of professionalism and confidentiality. This is a 100% office-based position, located at our Phoenix, Arizona office. Remote work options are not available for this role.

Reporting & Working Relationships
• Reports to the Office Manager/Executive Assistant
• Will support various functions and work with Regional leadership and teams
• Works with fellow Administrative/Executive Assistants to effectively manage the administrative functions of the office
• Will interact and coordinate with external clients and subcontractors

Key Responsibilities
• Calendar and schedule management for business unit leaders
• Coordinate travel and accommodations as needed
• Prepare and process expense reports
• Process, track and follow up on check request and invoices for donations, sponsorships and business development events
• Manage company credit card reconciliation for multiple users
• Plan and coordinate internal and external meetings, trainings, lunches/dinners, interviews, video conferences and conference calls
• Compose and produce a variety of business correspondence, including agendas, reports, confidential documents and/or forms
• Administer programs and/or processes to ensure they are completed with accuracy, high quality, and within deadlines
• Provide front desk coverage for daily breaks and as needed
• Assist with special events, conferences, seminars, community service efforts and teambuilding
• Track, maintain and report on various data to support the teams
• Perform basic administrative and support functions for office
• Other tasks and duties as assigned

Qualifications:
• 5 years of administrative experience
• Event, travel and meeting coordination experience
• High proficiency in calendaring using Microsoft Outlook
• High proficiency with Word and Excel programs
• Able to multi-task and assist multiple people and functions with competing priorities
• Experience in working in a fast-paced environment with the ability to meet daily deadlines
• May be exposed to sensitive or confidential information, the ability to maintain the highest levels of confidentiality, integrity and discretion is critical
• Forward-thinking and has an ability and willingness to anticipate needs and be proactive
• Willingness to partner with the administrative team and others to achieve high-performing partnerships
• Ability to compose non-routine correspondence on own initiative
• Strong attention to detail and solid follow through
• Ability to write and communicate effectively

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.

If a candidate is submitted without an active agreement, McCarthy will have no obligation to pay any fees and reserves the right to contact, engage, interview, or hire such candidate(s) without any financial or other responsibility to the submitting agency. Unsolicited resumes, including those sent directly to hiring managers or other employees, will be considered the property of McCarthy.