What are the responsibilities and job description for the Executive Assistant position at McCarthy Building Co?
Position Summary
McCarthy is seeking an Executive Assistant to join the Risk Management Department at our Corporate office in St. Louis, MO. The Executive Assistant will provide various levels of administrative support to the Executive Vice President – Risk Management, and the Risk Management Department.
Key Responsibilities:
- Provides administrative support to the EVP of Risk Management and the department’s leadership team.
- Interacts regularly with individuals within the Risk Management Department, and other corporate departments, including Legal, Safety, Quality, Accounting, etc.
- Works with fellow Executive Assistants and Office Managers to effectively manage and support the administrative functions of the office and support philanthropic activities.
- Partners with leadership 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 both onsite and offsite.
- Coordinate travel and accommodations for leadership.
- Prepare and process expense reports for leadership.
- Coordinate and plan events including but not limited to conferences, seminars, large meetings, special events, department summits, team builds, etc.
- Compose and produce a variety of business correspondence, reports, confidential documents and/or forms.
- Track, maintain and report on various data to support leadership.
- Review and process invoices and check requests.
- Provide front desk and switchboard coverage as required.
- Timely acknowledgement of RFQ’s, RFP’s and Contract Review requests including ensuring each is appropriately logged and tracked in the Risk Management Information System (RMIS)
- Run comparisons of contract language for Contract Reviews.
- Add insurance policies to Risk document library and ensure that Brokers have uploaded same to RMIS.
- Enter invoice payment data based on auto physical damage vendor’s invoice.
- Preparation of Tender letter Requests for Claims as needed.
- Prepare Contract Summary Sheets for weekly meetings and add appropriate awards into RMIS.
- Update and maintain the Risk Management site on McCarthy’s intranet.
- Perform other basic administrative and support functions for department as needed.
Qualifications:
- 7 years of Executive Assistant experience in 500 employee sized companies, with at least 5 of those years supporting VP level or above.
- Ability to assist multiple executives with competing priorities and meet deadlines.
- Forward-thinking with the ability and willingness to anticipate needs/issues and be proactive.
- 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.
- Willingness to take on a variety of responsibilities for executives 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.
- Solution driven.
- 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.
