Executive Assistant

POSITION SUMMARYMcCarthy 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.  RESPONSIBILITIESProject manage the administration of key executive initiatives to ensure that they are completed with high quality and within the deadlineHigh- level calendar and schedule managementCoordinate all travel accommodationsSchedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences and conference callsCoordinate department public relations functions, as assigned, such as special events, fundraising events, conferences, seminars, etc.Maintain contacts and manage client follow-up calls and meetingsDraft, finalize and maintain vendor contractsCompose and produce a variety of business correspondence, reports, confidential documents and/or formsTrack, maintain and report on various data to support executivesPrepare and process expense reportsReview and reconcile office invoicesOrder supplies and materials as needed Provide front desk and switchboard coverage as requiredPerform basic administrative and support functions for officeOther tasks and duties as assignedQUALIFICATIONS7-10 years of administrative support experience in 500 size company and at least 5 of those years supporting VP level or aboveAble to assist multiple Executives with competing priorities and meet deadlinesDue to the sensitive nature of this position, a demonstrated ability to maintain the highest levels of confidentiality, integrity and discretion is criticalHigh proficiency in calendaring using Microsoft OutlookHigh proficiency with Word, Excel and PowerPoint programsWillingness to take on a variety of responsibilities for executives and work non-traditional hours as neededForward-thinking and has an ability and willingness to anticipate needs and be proactiveWillingness to partner with Executives to achieve a high-performing partnership and departmentAbility to partner with Executives and the administrative team to meet the needs of the officeAbility to compose non-routine correspondence on own initiativeEvent and meeting coordination experienceExperience in working in a fast-paced environment with the ability to meet daily deadlinesStrong attention to detail and solid follow throughAbility to write and communicate effectivelyThis 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: McCarthy’s 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.

Salary : $95,000 - $110,000