Corporate Administrative Assistant Job at McCarthy Building in Phoenix

Position Summary:

McCarthy is seeking a skilled and motivated Corporate Administrative Assistant to provide direct support to the Executive Assistant to the CFO and CHRO. You will be responsible for performing a wide range of administrative and office management tasks. The ideal candidate will be proactive, adaptable and have a team player mentality while maintaining a high level of professionalism and confidentiality. This is a 100% office-based position, located at our Phoenix, Arizona office. Remote or hybrid work options are not available for this role.

Key Responsibilities:

• Meeting Planning: Assist the EA with planning and coordinating both onsite and offsite meetings and events, including venue/vendor research, obtaining RFPs and quotes, arranging catering, and ensuring all logistical details are handled.
• Travel Arrangements: Heavy travel coordination including booking flights, hotels, transportation, and dining reservations, if needed.
• Expense Reports: Prepare expense reports and reconcile monthly corporate credit cards.
• Invoicing: Review and reconcile office and vendor invoices.
• Mail Processing: Receive, sort, and distribute incoming mail and packages. Prepare and send outgoing mail and packages.
• Support: Back up support to the EA when needed.
• Ad hoc tasks: Willingness to fulfill any other responsibilities and tasks as requested.

Qualifications:

• 5 + years of administrative support experience.
• High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proficiency with Microsoft Teams and Zoom video conferencing applications.
• Experience with Concur or other online travel booking tools preferred but not required.
• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Detail-oriented with a high level of accuracy.
• Strong problem-solving skills and a proactive approach to tasks.
• Ability to work independently and as part of a team.
• Ability to handle sensitive information with discretion and confidentiality.

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.