Executive Assistant

McCarthy Building Companies, Inc.; Dallas (TX); On-site; USD 90,000 - 130,000; Full time

Job summary

McCarthy Building Companies, Inc. in Dallas seeks an experienced Executive Assistant to provide high‑level administrative and strategic support to senior leaders in a fast‑paced, relationship‑driven environment.

The role requires executive partnership, operational excellence, discretionary judgment, and a professional representation of leadership in every interaction. You will manage complex calendars, coordinate travel, prepare materials, and draft communications while protecting executive time

Qualifications

• 7+ years of Executive Assistant experience in a large company, supporting VP-level or above in a high-visibility setting.
• Strong time management and organizational skills to handle multiple executives and strict deadlines.
• Proven meeting and event planning, complex travel coordination, and professional communications with confidentiality.
• Proven project management experience with proactive, flexible problem solving and cross-functional collaboration.
• Excellent written and verbal communication, with diplomacy and executive presence under pressure.
• Advanced proficiency in Microsoft Outlook and Office productivity tools.

Responsibilities

• Manage up with executives by anticipating needs and improving their effectiveness and efficiency.
• Handle executive email, tasks, priorities, and triage issues with sound judgment and discretion.
• Support client and stakeholder relationships and align teams to execute strategies.
• Draft internal and external communications with executive voice and professionalism.
• Prepare agendas, summaries, presentations, and confidential materials with accuracy.
• Maintain complex calendars and coordinate meetings, events, and travel logistics.
• Develop action plans and communications strategies for upcoming priorities and meetings.
• Lead project management of meetings, tasks, events, and initiatives to drive outcomes.
• Provide backup coverage and collaborate with administrative teams to optimize resources.

Skills

Executive support

Calendar management

Travel coordination

Communication

Meeting planning

Project management

Discretion

Relationship management

Microsoft Office / Outlook

Job description

McCarthy Building Companies, Inc.

POSITION SUMMARY

Provide high-level administrative and strategic support to senior executives in a fast-paced, highly visible, relationship-driven environment. This pivotal role requires executive partnership, operational excellence, and sound judgment. As a trusted partner, the Executive Assistant will help advance strategic priorities by managing complex schedules, coordinating high-impact initiatives, anticipating needs, and protecting executive time while ensuring seamless communication across teams. This onsite role requires in-office presence to support executives and team operations effectively while serving as a professional representative of leadership and a steward of the companys culture. The ideal candidate is proactive, highly responsive, and capable of producing executive-ready work with minimal direction.

• Provide dedicated executive support to the Chief Human Resource Officer, SVP Marketing & Brand, and SVP Enterprise Communications
• Report to the Executive Assistant to the CEO & COO, while partnering closely with supported executives on day-to-day support needs
• Partner with internal and external stakeholders, including executive clients and Executive Assistants, to ensure aligned and effective support
• Collaborate with Executive Assistants, Office Managers, and leadership to coordinate calendars, administrative operations, and cross-functional support, while flexing to meet broader business needs as appropriate.

RESPONSIBILITIES

• Serve as a strategic partner to executives by managing up, anticipating needs, and increasing their effectiveness, focus, and efficiency
• Manage executive email, tasks, and priorities with sound judgment, helping organize competing demands and drive timely follow-through while exercising discretion in triaging issues and escalating appropriately
• Serve as a trusted extension of executives by facilitating communication, supporting client and stakeholder relationships, and helping align teams to execute department and company strategies
• Draft key internal and external communications with executive intention, voice, and professionalism
• Prepare business correspondence, presentations, agendas, briefing materials, summaries, and confidential materials with accuracy, polish, and discretion
• Provide accurate, thoughtful, and timely management of complex executive calendars
• Partner with executives on upcoming meetings, events, and priorities to develop action plans, communications strategies, and ensure preparedness
• Minimize last-minute changes and downstream impacts while maximizing productivity, readiness, and alignment
• Make strategic tradeoff decisions related to scheduling, timing, and competing priorities
• Coordinate complex travel, lodging, and logistics with a high degree of accuracy, foresight, and responsiveness
• Prepare, reconcile, and process expense reports accurately and in a timely manner
• Anticipate travel-related issues and proactively adjust plans while keeping key stakeholders informed
• Ensure executives are consistently organized, informed, and prepared to lead effectively
• Communicate new information, status updates, key decisions, and outcomes in a timely and professional manner
• Manage electronic files, communication tools, and key materials to ensure information, tasks, notes, and documents are organized, accessible, and actionable
• Research, track, and maintain information that supports executive decision‑making, planning, and follow‑through
• Lead the project management of meetings, tasks, events, and initiatives to drive successful outcomes
• Drive thorough planning, disciplined execution, and thoughtful communication across meetings, events, and initiatives
• Events include but are not limited to meetings, lunch/dinners, interviews, video and phone conferences, seminars, special events, fundraisers, and team building activities
• Independently manage timelines, logistics, stakeholder communication, and follow‑up to ensure high‑quality execution
• Collaborate with the administrative support team to delegate work effectively, optimize resources, and strengthen overall team efficiency
• Partner with the administrative team to support office operations, execute events and initiative rollouts, and provide dependable backup coverage as needed
• Provide support on day-to‑day tasks, projects, and other needs as they arise.

QUALIFICATIONS

• 7+ years of Executive Assistant experience in a 500+ employee company, including at least 3 years supporting vice president level or above in a highly visible, relationship‑driven environment
• Strong time management and organizational skills, with the ability to support multiple executives, balance competing priorities in a fast‑paced environment, and consistently meet critical deadlines
• Proven experience in meeting and event planning, execution, and complex travel coordination
• Excellent written and verbal communication skills, including active listening, accurate note‑taking, professional correspondence, and thorough follow‑through, with demonstrated ability to maintain the highest levels of confidentiality and discretion
• Proven project management experience, with a flexible, resourceful, and proactive approach to managing diverse responsibilities
• Strong big‑picture thinking with the ability to connect relationships between information, people, and events while maintaining exceptional attention to detail
• Excellent analytical and research skills, with the ability to proactively anticipate needs, identify issues, and drive strategic, solution‑oriented decision‑making
• Strong interpersonal skills with the ability to build trust, foster relationships, and support high‑performing executive partnerships with integrity, emotional intelligence, and situational awareness
• Demonstrated executive presence, diplomacy, and sound judgment, with the ability to work effectively with senior leaders, peers, and external stakeholders and remain calm, composed, and solutions‑oriented under pressure while representing leadership with credibility
• High proficiency in Microsoft Outlook for calendaring, with strong skills in Word, Excel, SharePoint, Teams, OneNote, and PowerPoint; experience with AI tools is a plus, particularly tools that support drafting, summarization, research, and workflow efficiency
• Flexibility to work non‑traditional hours as needed
• Commitment to upholding and embodying McCarthys core values in daily responsibilities, interactions, and team collaboration.

Genuine McCarthy Enterprises is proud to be an equal opportunity employer, including disability and protected veteran status.

Equal employment opportunity, including veterans and individuals with disabilities.

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