Executive Assistant

POSITION SUMMARY High level administrative support to executives and teams in a fast-paced, strategic environment. This pivotal role requires a blend of administrative expertise, strategic insight, and interpersonal skills. As a trusted partner, the Executive Assistant will play a critical role in executing the company's strategic vision, managing complex schedules, coordinating high-impact initiatives, and ensuring seamless communication across teams. This Executive Assistant role is an onsite position in Phoenix, requiring in-office presence to support executives and team operations effectively while serving as a cultural steward within the organization. Executive support for Vice Presidents and above as identifiedReports to the Sr. Office ManagerWorks closely with clients and vendorsCollaborates with Executive Assistants, Office Managers, and leadership across the company to manage calendars, administrative functions, and support activities, while also providing assistance to additional executives and partners as needed RESPONSIBILITIESDrive the partnership with executives and manage-up to increase their effectiveness and efficiencyAssist executives with email, task and priority managementServe as an extension of executives, facilitate communication and help manage client relationships; assist all levels of the company to align and execute region and company strategiesDraft key internal and external communications with executive's intention and styleCompose and produce a variety of business correspondence, reports, confidential documents and/or formsAccurate, thorough and timely calendar management of complex schedulesStrategize with executives on upcoming meetings, events, and tasks to create action plans, communications strategies, and ensure preparednessMinimize last minute changes and negative impacts, maximize productivityCoordinate extensive travel and accommodationsPrepare and process expense reportsEnsure executives are organized and informedTimely communication of new information, status updates and outcomesManage electronic files and communication tools to ensure tasks, notes and documents are efficiently organized and accessibleResearch, track, maintain and report data to support executivesProject manage meetings, tasks, events and initiatives to achieve significant impact and resultsThorough planning, successful execution, and thoughtful communication strategiesEvents include but are not limited to meetings, lunch/dinners, interviews, video and phone conferences, seminars, special events, fundraisers, and team buildsManage time, multiple tasks, and competing prioritiesConsistently approach responsibilities and tasks with big picture, strategic thinking, and proactively address challengesCollaborate with administrative support team to delegate tasks and optimize efficiencyTeam with the administrative group to support office needs; plan and execute office events or initiative roll outs; provide backup coverage as neededOther tasks and duties as assigned QUALIFICATIONS7+ years of Executive Assistant experience in 500+ size company and at least 3 of those years supporting VP level or aboveStrong time management skills with the ability to support multiple executives, balance competing priorities in a fast-paced environment, and meet critical deadlinesProven experience in large event and meeting planning, execution, and extensive travel coordinationExcellent written and verbal communication abilities, including active listening, accurate note-taking, professional correspondence, and thorough follow-through, with demonstrated ability to maintain the highest levels of confidentialityProven experience in project management, implementation, and execution, with a flexible and proactive approach to taking on diverse responsibilitiesStrong big-picture thinking with the ability to connect relationships between information and events while maintaining keen attention to detailExcellent analytical and research skills to proactively anticipate needs, identify issues, and drive strategic, solution-oriented decision-makingStrong interpersonal and communication skills with a focus on building trust, fostering relationships, and supporting high-performing executive partnerships with integrity and discretionHigh proficiency in Microsoft Outlook for calendaring, with strong skills in Word, Excel, Smartsheet, SharePoint, Teams, OneNote, and PowerPoint; InDesign experience is a plus.Flexibility to work non-traditional hours as neededCommitment to upholding and embodying McCarthy's core values in daily responsibilities and interactions McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status. 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.