Executive Assistant Job at McGrath in Auburndale

Do you have a strong vision of what the future of modular building might look like? Do you thrive on providing great customer service? Consider joining this booming industry with the talented team at Mobile Modular. Our high-quality, unique, cost-effective solutions put us at the forefront of the market, meeting even the most critical needs of today. Our solutions span applications across healthcare/medical, education, business, residential development and construction, retail and much more. As a division of McGrath, we see the potential not just in our product but in our people, too.

“A Day in the Life”

As an Executive Assistant you will support the VP of Mobile Modular with routine administrative and service-related tasks including special projects or functions. As the right candidate you must possess strong verbal and written skills and be adept in communicating with all levels within the company and within the customer’s organization. In this position you will conduct recurring routine tasks in a detailed and organized manner that affects cross department and functional success. Must be able to multitask, be a fast learner, and be flexible in all situations.

“What You’ll Do”

• Provide a high-level administrative support to ensure goals and objectives are accomplished.
• Lead, prioritize, and execute on a variety of special projects and events, confidential assignments, travel arrangements, meeting coordination and schedule and manage the VP’s calendar.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Directors as needed.
• Ensures VP is aware of daily schedule, has appropriate materials, files, presentation, etc. in advance of meetings and is notified of schedule changes as they occur while ensuring all parties are informed of meeting agenda and deliverables.
• Arrange and handles all logistics for leadership meetings and events: schedule meetings; take notes in meetings, draft agendas; develop, compile, and distribute presentation materials.
• Provide dedicated administrative support to VP; serves as contact person/gate keeper to the wider team of external partners; proactively reminds President of obligations/priorities, and shares relevant information on new situations that arise.
• Handle administrative details and routine issues independently and take responsibility for completing these on-time to a high quality.
• Manage multiple strategic projects simultaneously and ensure timely completion of all deliverables in a highly collaborative team fashion.
• Provide administrative support for live and virtual meetings such as scheduling meetings, developing and communicating agendas, space reservations, food and beverage planning, A/V needs, registrations, distribution of materials, content development and delivery.
• Create PowerPoint presentations, financial spreadsheets, special reports, and agenda material for a variety of special projects.
• Compile, transcribe, and distribute minutes of meetings.
• Actively drive assigned initiatives and enable successful deployment of programs and projects.
• Ensure confidentiality and controls access to sensitive information at the executive level.
• Other duties as assigned such as involvement in the Modulars team OCT Tanner and engagement committee responsibilities and manage expense reports.

“Must Haves”

• Five (5) years executive administrative experience or relevant experience
• Advanced level in Microsoft Office (Word, Excel, PowerPoint and Outlook)
• Excellent written and oral communication skills
• Experience in scheduling, report writing, travel, logistics, and process improvements
• Possess a high degree of professionalism and confidentiality
• Excellent organization and customer service skills
• Proven ability to multi-task, managing multiple projects

“Nice to Haves”

• Microsoft Office certification is a plus
• Bi-lingual with fluency in spoken and written Spanish preferred

“Perks”

• It’s a great place to work where you are given the space to share ideas and opinions and the bottom-line is “YOU” matter!
• We value our employees' Quality of Life, and when it comes to mental health, recovery, and self-care, there is no one-size-fits-all approach that is why we provide resources where employees can find information on several wellness topics like nutrition, exercise, emotional health, and more!
• We all need to rest and recharge that’s why in addition to vacation and sick time we also offer 10.5 company-paid holidays!
• We offer a variety of benefits that offer you flexibility and choice, a simple selection experience, and the ability to take control over your benefit spending.
• 401(k) Retirement Plan with Company Match.
• Life is unpredictable, having Company Paid Life Insurance and knowing that your loved ones will be protected financially in the event of an unexpected death can give you peace of mind.
• We also offer DailyPay, HSA, FSA, EAP and Pet Insurance!

The specific pay rate and level, if applicable, will depend on the successful candidate’s qualifications, prior experience and location.

A Message from Our CEO, Joe Hanna

At McGrath, diversity and inclusion are important to our culture and core values. One of our core values is that YOU matter. This means everyone in the company, inclusive of race, color, nationality, gender, orientation, and all else. You are all important and critical to our operations and success. I believe cultivating a culture that is inclusive and embraces everyone is the right thing to do and as your leader, I’m committed to making this happen.

The pre-employment screening process includes social security verification and criminal background check. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, on the basis of disability and any other legally protected status.

Our company uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify .

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