Administrative Assistant – Finance, Accounting & Total Rewards in St. Louis, Missouri at McCarthy Building Companies, Inc.

POSITION SUMMARY

The Administrative Assistant Finance, Accounting & Total Rewards provides high-level administrative, operational, and project coordination support to the Senior Vice President, Accounting & Total Rewards and the broader Finance, Accounting and Total Rewards team.

RESPONSIBILITIES

Executive & Calendar Support

• Assist in calendar management for the Senior Vice President role, including scheduling, rescheduling, and prioritizing internal and external meetings.
• Arrange domestic travel, lodging, and itineraries; prepare travel packets and handle changes as needed.
• Prepare, submit, and track expense reports in accordance with company policy.

Meeting & Event Coordination

• Own end-to-end logistics for in-person and virtual meetings and events, including room reservations, technology setup, catering, and attendee communication.
• Draft and distribute agendas, coordinate pre-reads, and ensure timely delivery of meeting materials.

Operations / Department Support

• Invoice Processing
• Receive, validate, and route invoices for the Finance, Accounting & Total Rewards department. Ensure correct coding, approvals, and timely submission in alignment with Accounting/Finance requirements.
• Medical Support Notices & Related Compliance
• Coordinate the intake, tracking, and routing of medical support notices and related documentation in partnership with HR, Payroll, and Benefits.
• Tuition Reimbursement Program Administration
• Serve as the day-to-day point of contact for employees and HR partners on the tuition reimbursement program. Track applications, approvals, course completion, and reimbursement requests in alignment with program guidelines.
• Administrative & Office Operations
• Compose and prepare professional business correspondence, including emails, letters, and department communications.
• Manage incoming and outgoing mail, packages and deliveries.
• Order office supplies and coordinate IT equipment requests (computers, phones, etc.).
• Accounts Payable & Financial Support
• Assist with processing invoices, expense reports, and other Accounts Payable activities.
• Track invoice status and follow up with vendors and internal stakeholders on discrepancies.
• Key standard fixed asset additions into the accounting system on a monthly basis.
• Key standard lease additions into the lease management system (SimpLease) on a monthly basis.
• Tax & Compliance Support
• Assist with simple tax filings and administrative tax support activities.
• Scan, organize, and maintain 1099 documentation and other supporting files used for tax reporting and compliance.

Relationship Management & Partner Support

• Serve as a professional, welcoming point of contact for internal partners and external stakeholders on behalf of the Senior Vice President and department leadership.
• Build strong working relationships with administrative partners across regions and corporate functions to coordinate schedules, events, and shared priorities.
• Support new-hire onboarding logistics for key roles within Accounting, Finance and HR (e.g., scheduling, welcome materials, orientation coordination).

Other Duties

• Support special projects and initiatives within Accounting, Finance and Total Rewards as assigned.
• Continuously looking for opportunities to improve administrative processes, templates, and tools.

QUALIFICATIONS

• Associates degree preferred; equivalent combination of education and experience will be considered.
• 5+ years of experience in an administrative, administrative assistant, or similar support role.
• Prior experience in Accounting, Finance, Human Resources, or professional services environment is preferred.
• Experience working in a fast-paced, matrixed organization with multiple stakeholders.

Skills & Competencies

• Exceptional organization and planning skills with the ability to manage multiple priorities, deadlines, and stakeholders.
• Strong attention to detail and accuracy in scheduling, documentation, invoice handling, and written communications.
• Comfort working with basic financial and HR documentation (invoices, notices, program forms) and following defined processes.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, and Excel; experience with SharePoint, Teams, and OneNote a plus.
• Excellent written and verbal communication skills, including the ability to draft clear, concise emails and meeting materials.
• Demonstrated ability to maintain strict confidentiality and handle sensitive information with professionalism and discretion.
• Proactive, resourceful, and able to work both independently and as part of a team.
• Strong interpersonal skills and the ability to build relationships at all levels of the organization.

• Comfort working with executives and leadership teams, including anticipating needs and providing solutions.
• Demonstrated alignment with McCarthys core values and a strong service mindset toward internal partners.

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

NOTICE TO EXTERNAL SEARCH FIRMS: GME's Talent Acquisition Team is the only authorized representative permitted to engage with external search firms, staffing agencies, or other third-party recruiting partners. GME maintains an Approved Agency List for recruiting partners, which is reviewed and updated annually.

GME will only consider submissions from agencies with a signed fee agreement in place for the current year. GME 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, GME 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 GME.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.