Executive Assistant - Renewable Energy

McCarthy Building Company - Phoenix, AZ

Full-time - Senior

Phoenix, AZ

251-500 employees

Construction of Buildings

About the position

The Executive Assistant position at McCarthy Building Co. provides high-level administrative support to the Senior Vice Presidents and Vice Presidents of the Renewable Energy group. This role is crucial in managing all administrative functions for the executives, which includes heavy calendar management, organizing travel arrangements, and handling correspondence. The Executive Assistant will also support the overall operations team by coordinating projects, profit projections, and assisting with various tasks as needed, ensuring the smooth and efficient functioning of the Renewable Energy group's leadership team. In this role, the Executive Assistant will partner with executives to enhance their effectiveness and efficiency. Responsibilities include extensive high-level calendar and schedule management, planning and coordinating internal and external meetings, lunches, dinners, interviews, video conferences, and conference calls. The position also involves coordinating travel and accommodations for executives, planning events such as conferences, seminars, large meetings, special events, fundraisers, and team-building activities. The Executive Assistant will maintain contacts and manage client follow-up calls and meetings, project manage key executive initiatives, compose and produce various business correspondence, reports, and confidential documents, and track and report on various data to support executives. Additionally, the Executive Assistant will prepare and process expense reports, review and process invoices and check requests, order office supplies, provide front desk and switchboard coverage, and perform basic administrative functions for the office. The role requires a proactive approach, strong attention to detail, and the ability to work in a fast-paced environment while meeting daily deadlines. The position also demands a high level of confidentiality, integrity, and discretion due to the sensitive nature of the work.

Responsibilities

• Provide high-level administrative support to Senior Vice Presidents and Vice Presidents of the Renewable Energy group.
• Manage heavy calendar and schedule management for executives.
• Organize travel arrangements and accommodations for executives.
• Coordinate and plan events including conferences, seminars, and team-building activities.
• Schedule and plan internal and external meetings, lunches, dinners, and video conferences.
• Maintain contacts and manage client follow-up calls and meetings.
• Project manage the administration of key executive initiatives to ensure timely completion.
• Compose and produce business correspondence, reports, and confidential documents.
• Track, maintain, and report on various data to support executives.
• Prepare and process expense reports and review 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 the office.

Requirements

• 7+ years of Executive Assistant experience in a company with 500+ employees.
• At least 5 years of experience supporting VP level or above executives.
• Ability to assist multiple executives with competing priorities and meet deadlines.
• Proactive and solution-driven with a forward-thinking mindset.
• Demonstrated ability to maintain confidentiality, integrity, and discretion.
• High proficiency in calendaring using Microsoft Outlook.
• High proficiency with Microsoft Word, Excel, Smartsheet, SharePoint, Teams, OneNote, and PowerPoint.
• Experience using Adobe InDesign is desirable.
• Willingness to take on a variety of responsibilities and work non-traditional hours as needed.
• Ability to compose non-routine correspondence on own initiative.
• Experience in event and meeting coordination.
• Strong attention to detail and solid follow-through.
• Ability to write and communicate effectively.

Nice-to-haves

• Experience in a fast-paced environment.
• Ability to partner with executives and the administrative team effectively.