Executive Assistant

Position Summary

McCarthy is looking for an Executive Assistant to join the Dallas office and provide high level administrative support to the Senior Vice President - Dallas, Senior Vice President Civil and Vice President, Preconstruction - Water.

Responsibilities

• Provides administrative support to Senior Executives in the Dallas office
• Interacts regularly with other Southern Region executives and corporate department leaders
• Serves as contact for clients and their Executive Assistants
• Works with fellow Executive Assistants and Office Manager to effectively manage and support the administrative functions of the office and support philanthropic activities in Atlanta
• Partner with executives and manage up to increase their effectiveness and efficiency
• Extensive high-level calendar and schedule management
• Schedule, plan and coordinate internal and external meetings, lunches / dinners, interviews, video conferences and conference calls
• Coordinate travel and accommodations for Executives
• Coordinate and plan events including but not limited to conferences, seminars, large meetings, special events, fundraisers, golf tournaments, team builds, etc.
• Assist Office Manager with implementation of office improvements, streamlined processes, events, and communications
• Supervise the front desk reception role and the office clerk in charge of stocking supplies
• Maintain contacts and manage client follow-up calls and meetings
• Project manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadline
• 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 process invoices and check requests
• Order break room and office supplies 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+ years of Executive Assistant 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
• Forward-thinking and has an ability and willingness to anticipate needs / issues and be proactive
• Solution driven
• 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, Smartsheet, SharePoint, Teams, OneNote and PowerPoint programs
• Experience using InDesign desirable
• Willingness to take on a variety of responsibilities for executives and work non-traditional hours as needed
• 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
30+ days ago