Executive Assistant

McCarthy Building Companies, Inc.; Phoenix (AZ); On-site; USD 85,000 - 120,000; Full time

Job summary

McCarthy Building Companies, Inc. is seeking an experienced Executive Assistant to support senior leaders in a fast-paced, strategic environment. This onsite role is based in Phoenix and focuses on calendar management, travel coordination, and high-level communications.

As a trusted partner, you will collaborate with administrative teams, manage confidential information, and help drive company initiatives across regions while upholding McCarthy’s core values of Genuine, We, Not I, and All In.

Qualifications

• 7+ years of Executive Assistant experience in a 500+ size company.
• Experience supporting VP level or above.
• Excellent written and verbal communication, including confidentiality.
• Proven ability to plan large events and coordinate extensive travel.

Responsibilities

• Drive executive support for VPs and above; report to Sr. Office Manager.
• Manage calendars, emails, tasks and priorities for executives.
• Draft internal and external communications in executive style and tone.
• Coordinate travel arrangements and prepare expense reports; ensure timely status updates.
• Collaborate with administrative teams to support regional and company initiatives.

Skills

Time management

Communication

Project management

Confidentiality

Strategic thinking

Relationship building

Analytical skills

Research skills

Team collaboration

Tools

Microsoft Outlook

Word

Excel

Smartsheet

SharePoint

Teams

OneNote

PowerPoint

InDesign

Job description

McCarthy Building Companies, Inc. is America's premier, 100% employee-owned commercial construction company. With offices nationwide, we specialize in a wide range of project types that are as diverse and wide-ranging as the communities in which we build. Our innovative teams collaborate with clients and industry partners throughout the project life cycle, starting in the earliest stages of design, throughout construction and beyond project completion. McCarthy’s reputation for tackling the toughest building challenges starts with our focus on developing high-performing individuals and teams. We do this through our award-winning training programs, a best-in-class Total Rewards benefits program, and a focus on equipping diverse teams of employee owners through a connected and inclusive culture aligned with our core values of: Genuine, We, Not I, and All In.

How do McCarthy partners define our culture?

• We Live Our Core Values: We do whatever it takes to deliver on our promises with honesty and integrity.
• We are Employee Owned: We are personally invested in building the things people need in our communities.
• We Feel Like a Family: We value genuine connections and help each other succeed in an inclusive environment.
• We are Builders: We respect the work we do and everyone who helps make it happen safely.

Position Summary

High level administrative support to executives and teams in a fast-paced, strategic environment. This pivotal role requires a blend of administrative expertise, strategic insight, and interpersonal skills. As a trusted partner, the Executive Assistant will play a critical role in executing the company’s strategic vision, managing complex schedules, coordinating high-impact initiatives, and ensuring seamless communication across teams. This Executive Assistant role is an onsite position in Phoenix, requiring in-office presence to support executives and team operations effectively while serving as a cultural steward within the organization.

• Executive support for Vice Presidents and above as identified
• Reports to the Sr. Office Manager
• Works closely with clients and vendors
• Collaborates with Executive Assistants, Office Managers, and leadership across the company to manage calendars, administrative functions, and support activities, while also providing assistance to additional executives and partners as needed

Responsibilities

• Drive the partnership with executives and manage-up to increase their effectiveness and efficiency
• Assist executives with email, task and priority management
• Serve as an extension of executives, facilitate communication and help manage client relationships; assist all levels of the company to align and execute region and company strategies
• Draft key internal and external communications with executive’s intention and style
• Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
• Accurate, thorough and timely calendar management of complex schedules
• Strategize with executives on upcoming meetings, events, and tasks to create action plans, communications strategies, and ensure preparedness
• Minimize last minute changes and negative impacts, maximize productivity
• Coordinate extensive travel and accommodations
• Prepare and process expense reports
• Ensure executives are organized and informed
• Timely communication of new information, status updates and outcomes
• Manage electronic files and communication tools to ensure tasks, notes and documents are efficiently organized and accessible
• Research, track, maintain and report data to support executives
• Project manage meetings, tasks, events and initiatives to achieve significant impact and results
• Thorough planning, successful execution, and thoughtful communication strategies
• Events include but are not limited to meetings, lunch/dinners, interviews, video and phone conferences, seminars, special events, fundraisers, and team builds
• Manage time, multiple tasks, and competing priorities
• Consistently approach responsibilities and tasks with big picture, strategic thinking, and proactively address challenges
• Collaborate with administrative support team to delegate tasks and optimize efficiency
• Team with the administrative group to support office needs; plan and execute office events or initiative roll outs; provide backup coverage as needed
• Other tasks and duties as assigned

Qualifications

• Minimum of 7 years' experience of Executive Assistant experience in 500+ size company and minimum of 3 years' supporting VP level or above
• Strong time management skills with the ability to support multiple executives, balance competing priorities in a fast-paced environment, and meet critical deadlines
• Proven experience in large event and meeting planning, execution, and extensive travel coordination
• Excellent written and verbal communication abilities, including active listening, accurate note-taking, professional correspondence, and thorough follow-through, with demonstrated ability to maintain the highest levels of confidentiality
• Proven experience in project management, implementation, and execution, with a flexible and proactive approach to taking on diverse responsibilities
• Strong big-picture thinking with the ability to connect relationships between information and events while maintaining keen attention to detail
• Excellent analytical and research skills to proactively anticipate needs, identify issues, and drive strategic, solution-oriented decision-making
• Strong interpersonal and communication skills with a focus on building trust, fostering relationships, and supporting high-performing executive partnerships with integrity and discretion
• High proficiency in Microsoft Outlook for calendaring, with strong skills in Word, Excel, Smartsheet, SharePoint, Teams, OneNote, and PowerPoint; InDesign experience is a plus.
• Flexibility to work non-traditional hours as needed
• Commitment to upholding and embodying McCarthy’s core values in daily responsibilities and interactions

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