Position Summary :
High level administrative support to the Senior Vice Presidents and Vice Presidents of our Renewable Energy group. This position manages all administrative functions for the roles they support, including heavy calendar management, organizing travel arrangements, and handling correspondence. In addition, supports the overall operations team by coordinating projects, profit projections, and assisting with other tasks as needed; all while ensuring a smooth and efficient functioning of the Renewable Energy group's leadership team.
Reporting & Working Relationships
- Executive support for the Executive Vice Presidents and Vice Presidents of our Renewable Energy Group
- Reports to the Executive Assistant as well as the executives
- Supports additional leadership and teams as assigned
- Interacts regularly with other region executives and corporate department heads
- Serves as contact for clients and their Executive Assistants
- Works with fellow Executive Assistants and Office Manager to effectively manage and support the administrative functions of the office and support philanthropic activities in Phoenix
Key Responsibilities
Partner with executives and manage up to increase their effectiveness and efficiencyExtensive high-level calendar and schedule managementSchedule, plan and coordinate internal and external meetings, lunches / dinners, interviews, video conferences and conference callsCoordinate travel and accommodations for ExecutivesCoordinate and plan events including but not limited to conferences, seminars, large meetings, special events, fundraisers, golf tournaments, team builds, etc.Maintain contacts and manage client follow-up calls and meetingsProject manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadlineCompose and produce a variety of business correspondence, reports, confidential documents and / or formsTrack, maintain and report on various data to support executivesPrepare and process expense reportsReview and process invoices and check requestsOrder break room and office supplies as neededProvide front desk and switchboard coverage as requiredPerform basic administrative and support functions for officeOther tasks and duties as assignedQualifications :
7 years of Executive Assistant experience in 500 size company and at least 5 of those years supporting VP level or aboveAble to assist multiple executives with competing priorities and meet deadlinesForward-thinking and has an ability and willingness to anticipate needs / issues and be proactiveSolution drivenDue to the sensitive nature of this position, a demonstrated ability to maintain the highest levels of confidentiality, integrity and discretion is criticalHigh proficiency in calendaring using Microsoft OutlookHigh proficiency with Word, Excel, Smartsheet, SharePoint, Teams, OneNote and PowerPoint programsExperience using InDesign desirableWillingness to take on a variety of responsibilities for executives and work non-traditional hours as neededWillingness to partner with Executives to achieve a high-performing partnership and departmentAbility to partner with executives and the administrative team to meet the needs of the officeAbility to compose non-routine correspondence on own initiativeEvent and meeting coordination experienceExperience in working in a fast-paced environment with the ability to meet daily deadlinesStrong attention to detail and solid follow throughAbility to write and communicate effectivelyMcCarthy 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.
