Administrative Assistant

McCarthy Building Companies, Inc. is America’s premier, 100% employee-owned commercial construction company. With offices nationwide, we specialize in a wide range of project types that are as diverse and wide-ranging as the communities in which we build. Our innovative teams collaborate with clients and industry partners throughout the project life cycle, starting in the earliest stages of design, throughout construction and beyond project completion.
McCarthy’s reputation for tackling the toughest building challenges starts with our focus on developing high-performing individuals and teams. We do this through our award-winning training programs, a best-in-class Total Rewards benefits program, and a focus on equipping diverse teams of employee owners through a connected and inclusive culture aligned with our values of: Genuine. We, Not I. All In.
How do McCarthy partners define our culture?
We Live Our Core Values. We do whatever it takes to deliver on our promises with honesty and integrity.

We are Employee Owned. We are personally invested in building the things people need in our communities.

We Feel Like a Family. We value genuine connections and help each other succeed in an inclusive environment.

We are Builders. We respect the work we do and everyone who helps make it happen safely.

McCarthy Building Companies, Inc. is America’s premier, 100% employee-owned commercial construction company. With offices nationwide, we specialize in a wide range of project types that are as diverse and wide-ranging as the communities in which we build. Our innovative teams collaborate with clients and industry partners throughout the project life cycle, starting in the earliest stages of design, throughout construction and beyond project completion.
McCarthy’s reputation for tackling the toughest building challenges starts with our focus on developing high-performing individuals and teams. We do this through our award-winning training programs, a best-in-class Total Rewards benefits program, and a focus on equipping diverse teams of employee owners through a connected and inclusive culture aligned with our values of: Genuine. We, Not I. All In.
How do McCarthy partners define our culture?
We Live Our Core Values. We do whatever it takes to deliver on our promises with honesty and integrity.

We are Employee Owned. We are personally invested in building the things people need in our communities.

We Feel Like a Family. We value genuine connections and help each other succeed in an inclusive environment.

We are Builders. We respect the work we do and everyone who helps make it happen safely.

Position Summary

The Administration Assistant provides a variety of administrative support to the Phoenix Office.   

Reporting & Working Relationships

• Reports to the Executive Assistant in our National Water Business Unit
• Will support various functions and work with Region Directors, Managers, VP’s and staff
• Works with fellow Administrative/Executive Assistants to effectively support the administrative functions of the office as well as philanthropic activities in Phoenix that McCarthy is involved in.
• Will interact and coordinate with external clients and subcontractors

Key Responsibilities 

• Project manage the administration of programs or processes to ensure they are completed with, accuracy, high quality and within deadlines
• Provide front desk coverage for daily breaks and as needed
• Plan and coordinate internal and external meetings, trainings, lunches/dinners, interviews, video conferences and conference calls
• Plan and coordinate special events, conferences, seminars, heart hats community efforts and teambuilding
• Coordinate high volume of travel and accommodations as needed
• Manage company credit card reconciliation for multiple users  
• Process, track and follow up on check request and invoices for donations, sponsorships and business development events 
• Office supply ordering 
• Prepare and process expense reports  
• Compose and produce a variety of business correspondence, including agendas, reports, confidential documents and/or forms
• Proficient Calendar and schedule management for numerous VP’s
• Track, maintain and report on various data to support the teams
• Document Control Management
• Perform basic administrative and support functions for office
• Other tasks and duties as assigned

Qualifications:

• 5+ years of administrative experience
• Event, travel and meeting coordination experience 
• High proficiency in calendaring using Microsoft Outlook
• High proficiency with Word and Excel programs
• Able to multi-task and assist multiple people and functions with competing priorities 
• Experience in working in a fast-paced environment with the ability to meet daily deadlines  
• May be exposed to sensitive or confidential information, the ability to maintain the highest levels of confidentiality, integrity and discretion is critical
• Forward-thinking and has an ability and willingness to anticipate needs and be proactive
• Willingness to partner with the administrative team and others to achieve high-performing partnerships
• Ability to compose non-routine correspondence on own initiative 
• Strong attention to detail and solid follow through
• Ability to write and communicate effectively

McCarthy Building Companies is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, gender expression, religious beliefs, marital status, genetic information, national origin, disability, protected veteran status, or any other basis protected by federal, state, or local law.

The Administration Assistant provides a variety of administrative support to the Phoenix Office.   

Reporting & Working Relationships

• Reports to the Executive Assistant in our National Water Business Unit
• Will support various functions and work with Region Directors, Managers, VP’s and staff
• Works with fellow Administrative/Executive Assistants to effectively support the administrative functions of the office as well as philanthropic activities in Phoenix that McCarthy is involved in.
• Will interact and coordinate with external clients and subcontractors

Key Responsibilities 

• Project manage the administration of programs or processes to ensure they are completed with, accuracy, high quality and within deadlines
• Provide front desk coverage for daily breaks and as needed
• Plan and coordinate internal and external meetings, trainings, lunches/dinners, interviews, video conferences and conference calls
• Plan and coordinate special events, conferences, seminars, heart hats community efforts and teambuilding
• Coordinate high volume of travel and accommodations as needed
• Manage company credit card reconciliation for multiple users  
• Process, track and follow up on check request and invoices for donations, sponsorships and business development events 
• Office supply ordering 
• Prepare and process expense reports  
• Compose and produce a variety of business correspondence, including agendas, reports, confidential documents and/or forms
• Proficient Calendar and schedule management for numerous VP’s
• Track, maintain and report on various data to support the teams
• Document Control Management
• Perform basic administrative and support functions for office
• Other tasks and duties as assigned

Qualifications:

• 5+ years of administrative experience
• Event, travel and meeting coordination experience 
• High proficiency in calendaring using Microsoft Outlook
• High proficiency with Word and Excel programs
• Able to multi-task and assist multiple people and functions with competing priorities 
• Experience in working in a fast-paced environment with the ability to meet daily deadlines  
• May be exposed to sensitive or confidential information, the ability to maintain the highest levels of confidentiality, integrity and discretion is critical
• Forward-thinking and has an ability and willingness to anticipate needs and be proactive
• Willingness to partner with the administrative team and others to achieve high-performing partnerships
• Ability to compose non-routine correspondence on own initiative 
• Strong attention to detail and solid follow through
• Ability to write and communicate effectively

McCarthy Building Companies is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, gender expression, religious beliefs, marital status, genetic information, national origin, disability, protected veteran status, or any other basis protected by federal, state, or local law.