Administrative Assistant at McCarthy Building Companies, Inc. in Newport Beach, California

Job Description:

Administrative Assistant (Newport) – Job Description

This position provides administrative support to the Newport office.

Reporting & Working Relationships

• Will support various functions and work with Region Directors, Managers and staff
• Works with fellow Administrative/Executive Assistants to effectively manage the administrative functions of the office
• Will interact and coordinate with external clients and subcontractors
• Will support the Shared Services department for the Region, working cross functionally to meet the needs of the department.

Key Responsibilities

• Project manage the administration of programs or processes to ensure they are completed with, accuracy, high quality and within deadlines
• Data collection, processing, and retention of reports from jobsites and trainings
• Ensure internal applications and tools are up to date and accurate
• 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
• Manage company credit card reconciliation for multiple users
• Create, process, track and follow up on check request and invoices
• Office supply ordering
• Prepare and process expense reports
• Compose and produce a variety of business correspondence, including agendas, reports, confidential documents and/or forms
• Coordinate travel and accommodations as needed
• Assist with special events, conferences, seminars, heart hats community efforts and teambuilding
• Calendar and schedule management
• Track, maintain and report on various data to support the teams
• 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 is proud to be an equal opportunity and affirmative action employer regardless of race, color, gender, age, sexual orientation, gender identity, religious beliefs, marital status, genetic information, national origin, disability or protected veteran status.

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