Administrative Assistant in Phoenix, Arizona at McCarthy Building Companies, Inc.

POSITION SUMMARY

RESPONSIBILITIES

• Meeting Planning: Assist the Office Manager with planning and coordinating both onsite and offsite meetings and events, including venue/vendor research, obtaining RFPs and quotes, arranging catering, and ensuring all logistical details are handled.
• Travel Arrangements: Heavy travel coordination including booking flights, hotels, transportation, and dining reservations, if needed.
• Expense Reports: Prepare expense reports and reconcile monthly corporate credit cards.
• Invoicing: Review and reconcile office and vendor invoices.
• Document Management: maintain high level of file and document organization.
• Support: Back up support to OM when needed.
• Ad hoc tasks: Willingness to fulfill any other responsibilities and tasks as requested.

QUALIFICATIONS

• 5 + years of administrative support experience.
• High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proficiency with Microsoft Teams and Zoom video conferencing applications.
• Experience with Concur or other online travel booking tools preferred but not required.
• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Detail-oriented with a high level of accuracy.
• Strong problem-solving skills and a proactive approach to tasks.
• Ability to work independently and as part of a team.
• Ability to handle sensitive information with discretion and confidentiality.

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

NOTICE TO EXTERNAL SEARCH FIRMS: McCarthys 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.