POSITION SUMMARY
McCarthy Building Companies is seeking a highly qualified Executive Assistant to provide administrative support to the Regional Chief Operating Officer, San Jose Business Unit Leader, and San Francisco Regional Business Unit Leader. The ideal individual should have experience supporting senior level management in a fast-paced environment, successfully be able to juggle multiple tasks, can take initiative and can be flexible with change. This is an in-office position and based in San Jose.
RESPONSIBILITIES
Project manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadline
High- level calendar and schedule management
Coordinate all travel accommodations
Schedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences and conference calls
Coordinate department public relations functions, as assigned, such as special events, fundraising events, conferences, seminars, etc.
Maintain contacts and manage client follow-up calls and meetings
Draft, finalize and maintain vendor contracts
Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
Track, maintain and report on various data to support executives
Prepare and process expense reports
Review and reconcile office invoices
Order supplies and materials as needed
Provide front desk and switchboard coverage as required
Perform basic administrative and support functions for office
Other tasks and duties as assigned
QUALIFICATIONS
7-10 years of administrative support experience in 500+ size company and at least 5 of those years supporting VP level or above
Able to assist multiple Executives with competing priorities and meet deadlines
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 and PowerPoint programs
Willingness to take on a variety of responsibilities for executives and work non-traditional hours as needed
Forward-thinking and has an ability and willingness to anticipate needs and be proactive
Willingness to partner with Executives to achieve a high-performing partnership and department
Ability to partner with Executives and the administrative team to meet the needs of the office
Ability to compose non-routine correspondence on own initiative
Event and meeting coordination experience
Experience in working in a fast-paced environment with the ability to meet daily deadlines
Strong attention to detail and solid follow through
Ability to write and communicate effectively
This position will support executives in different offices. Must be willing to travel between the bay area offices as needed.
McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.
For Bay Area locations only, the expected compensation range for this position is $95,000-110,000/year.
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.