Executive Assistant at McCarthy Building Companies, Inc. – San Jose, California

POSITION SUMMARY
McCarthy Building Companies is seeking a highly qualified Executive Assistant to provide administrative support to the Regional Chief Operating Officer, San Jose Business Unit Leader, and San Francisco Regional Business Unit Leader. The ideal individual should have experience supporting senior level management in a fast-paced environment, successfully be able to juggle multiple tasks, can take initiative and can be flexible with change. This is an in-office position and based in San Jose.

RESPONSIBILITIES

• Project manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadline
• High- level calendar and schedule management
• Coordinate all travel accommodations
• Schedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences and conference calls
• Coordinate department public relations functions, as assigned, such as special events, fundraising events, conferences, seminars, etc.
• Maintain contacts and manage client follow-up calls and meetings
• Draft, finalize and maintain vendor contracts
• Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
• Track, maintain and report on various data to support executives
• Prepare and process expense reports
• Review and reconcile office invoices
• Order supplies and materials as needed
• Provide front desk and switchboard coverage as required
• Perform basic administrative and support functions for office
• Other tasks and duties as assigned

QUALIFICATIONS

• 7-10 years of administrative support experience in 500+ size company and at least 5 of those years supporting VP level or above
• Able to assist multiple Executives with competing priorities and meet deadlines
• Due to the sensitive nature of this position, a demonstrated ability to maintain the highest levels of confidentiality, integrity and discretion is critical
• High proficiency in calendaring using Microsoft Outlook
• High proficiency with Word, Excel and PowerPoint programs
• Willingness to take on a variety of responsibilities for executives and work non-traditional hours as needed
• Forward-thinking and has an ability and willingness to anticipate needs and be proactive
• Willingness to partner with Executives to achieve a high-performing partnership and department
• Ability to partner with Executives and the administrative team to meet the needs of the office
• Ability to compose non-routine correspondence on own initiative
• Event and meeting coordination experience
• Experience in working in a fast-paced environment with the ability to meet daily deadlines
• Strong attention to detail and solid follow through
• Ability to write and communicate effectively
• This position will support executives in different offices. Must be willing to travel between the bay area offices as needed.

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

For Bay Area locations only, the expected compensation range for this position is $95,000-110,000/year.

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.