Executive Assistant, Events & Logistics Lead, Phoenix Deployment

CRH; Atlanta (GA); On-site; USD 80,000 - 100,000; Full time

Benefits offered by this job

Health benefits

Dental and disability programs

Retirement savings plan

Wellness programs

Growth opportunities

Job summary

CRH Americas Materials seeks an Executive Assistant, Event & Logistics Lead to plan and support in-person events for Project Phoenix, coordinating logistics across multiple waves in the US and Canada.

Reporting to the VP, Assistant GM, Phoenix Deployment, you will manage vendors, registrations and budgets while maintaining meticulous attention to detail.

Qualifications

• Five or more years of executive administrative or event planning experience.
• Experience negotiating and managing hotel, venue and vendor contracts.
• Experience managing budgets and invoicing.
• Advanced proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams).
• Experience with Concur travel and expense preferred.

Responsibilities

• Plan and coordinate in-person events from start to finish, including training, testing and validation sessions.
• Source and manage hotels, venues, catering, AV and other vendors, and coordinate contract review and approval.
• Manage hotel room blocks, meeting space and event materials such as name badges, signage and supplies.
• Provide onsite support during events, including setup, check in and issue resolution.
• Partner with IT and AV teams to ensure technology readiness for events.

Skills

Attention to detail

Written and verbal communication

Discretion with confidential info

Multi-tasking

Education

High school diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Microsoft 365

Concur Travel & Expense

Job description

Job ID: 530508

CRH's Americas Materials division is the leading integrated supplier of aggregates, asphalt, ready mixed concrete and paving and construction services in North America. Our operations span North America with over 29,000 employees at close to 1,660 locations in 45 US States and 2 Canadian provinces.

Job Summary

CRH Americas Materials currently has ~15 different ERP systems (from two separate software vendors - SAP and Viewpoint) and is on a transformational journey, named Project Phoenix, to move to a single ERP environment (SAP) with standardized business processes across the company. This will be a multi-year program with complex change management and implementation plans. The transformation includes the integration or retirement of a full suite of approximately 30 legacy applications spanning finance, operations, safety, HR, environmental, and other functional areas as those business processes move onto SAP S/4HANA.

The Executive Assistant, Event & Logistics Lead plans and supports in-person events for Project Phoenix. Reporting to the VP, Assistant GM, Phoenix Deployment for the project, this role coordinates logistics for training, testing and validation meetings held in multiple waves across multiple locations in the US and Canada. The role will also support the Phoenix team with administrative needs between events.

The ideal candidate is highly organized, budget conscious and comfortable managing large groups, multiple vendors and last-minute changes. Exceptional attention to detail is critical to success in this role.

This is a project-based role with travel of 50% or more.

Job Responsibilities

Event Planning & Logistics

• Plan and coordinate in person events from start to finish, including training, testing and validation sessions.
• Source and manage hotels, venues, catering, AV and other vendors, and coordinate contract review and approval.
• Manage hotel room blocks, meeting space and event materials such as name badges, signage and supplies.
• Provide onsite support during events, including setup, check in and issue resolution.
• Partner with IT and AV teams to make sure technology is ready for each event.

Attendee Management & Communications

• Maintain accurate attendee lists and manage registration, confirmations and follow up.
• Partner with Business Unit leaders to confirm attendee lists and coordinate changes.
• Draft and send attendee communications, including invitations, logistics details, agendas and reminders.

Budget & Administration

• Track event spending against budget and look for ways to reduce costs.
• Review and process vendor invoices and expenses accurately and on time.

Project Phoenix Team Support

• Support the Project Phoenix team with administrative needs.
• Manage calendars and schedule meetings and calls, including recurring team meetings and calls with Business Unit leaders and consulting partners.
• Arrange team meals, catering and working lunches as needed.
• Work with other assistants across CRH to coordinate schedules, meetings and events.
• Complete other duties as assigned.

Key Responsibilities

• Identify and plan all business activities for each value stream related to technical cutover for assigned deployment waves.
• Work with the Data and Solutions Team to confirm technical readiness for business activities, including the SAP solution and integrated applications.
• Help the business execute the cutover checklist and track readiness status as the team approaches go-live.
• Engage directly with the business to provide direction and support for cutover activities.
• Support war room operations, including issue logging, triage, and status reporting during cutover windows.
• Monitor plan through SAP ramp up and start of Crawl, Walk, Run business processes.
• Maintain cutover documentation and provide regular status updates to the Business Readiness & Cutover Lead.
• Coordinate with project managers on testing, data migration, IT system cutover, and legacy business process transition activities.
• Document the cutover plan for assigned applications/workstreams, including dependencies and data readiness requirements.
• Plan the physical and virtual resources required for cutover activities and support legacy system shutdown coordination.
• Performs additional job duties as assigned by management.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Five or more years of executive administrative or event planning experience, including events of 100+ attendees.
• Experience negotiating and managing hotel, venue and vendor contracts.
• Experience managing budgets and invoicing.
• Advanced proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams).
• Experience with Concur travel and expense preferred.
• Exceptional attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Ability to manage multiple priorities, adapt to last-minute changes and work both independently and as part of a team.
• Professional presence and the ability to work with executives, consultants and vendors.

Work Environment

• Travel of 50% or more, often for one to four weeks at a time.
• Early mornings, evenings and occasional weekends may be required around events.
• Ability to lift and move event supplies up to 25 lbs.
• When not traveling, the role is preferred to be based in Atlanta, Georgia (TBD).

The statements included in this job description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job. Other duties may be assigned as required. Requirements for this job are subject to modification by the Company and its designees, and reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What CRH Offers You

• Highly competitive base pay
• Comprehensive medical, dental and disability benefits programs
• Group retirement savings program
• Health and wellness programs
• An inclusive culture that values opportunity for growth, development, and internal promotion

About CRH

CRH has a long and proud heritage. We are a collection of hundreds of family businesses, regional companies and large enterprises that together form the CRH family. CRH operates in a decentralized, diversified structure that allows you to work in a small company environment while having the career opportunities of a large international organization.

CRH Americas Materials Inc. is an affirmative action and equal opportunity employer.

EOE/Vet/Disability

CRH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or any other characteristic protected under applicable federal, state, or local law.

AI tools

AI tools may be used in certain stages of the employment lifecycle, such as candidate review; however, all final employment decisions will be made by a person.