Executive Assistant

Position Summary

Provide high-level administrative and strategic support to senior executives in a fast-paced, highly visible, relationship-driven environment. This pivotal role requires executive partnership, operational excellence, and sound judgment. As a trusted partner, the Executive Assistant will help advance strategic priorities by managing complex schedules, coordinating high-impact initiatives, anticipating needs, and protecting executive time while ensuring seamless communication across teams. This onsite role requires in-office presence to support executives and team operations effectively while serving as a professional representative of leadership and a steward of the company's culture. The ideal candidate is proactive, highly responsive, and capable of producing executive-ready work with minimal direction.

Provide dedicated executive support to the Chief Human Resource Officer, SVP Marketing & Brand, and SVP Enterprise Communications

Report to the Executive Assistant to the CEO & COO, while partnering closely with supported executives on day-to-day support needs

Partner with internal and external stakeholders, including executive clients and Executive Assistants, to ensure aligned and effective support

Collaborate with Executive Assistants, Office Managers, and leadership to coordinate calendars, administrative operations, and cross-functional support, while flexing to meet broader business needs as appropriate.

Responsibilities

Serve as a strategic partner to executives by managing up, anticipating needs, and increasing their effectiveness, focus, and efficiency

Manage executive email, tasks, and priorities with sound judgment, helping organize competing demands and drive timely follow-through while exercising discretion in triaging issues and escalating appropriately

Serve as a trusted extension of executives by facilitating communication, supporting client and stakeholder relationships, and helping align teams to execute department and company strategies

Draft key internal and external communications with executive intention, voice, and professionalism

Prepare business correspondence, presentations, agendas, briefing materials, summaries, and confidential materials with accuracy, polish, and discretion

Provide accurate, thoughtful, and timely management of complex executive calendars

Partner with executives on upcoming meetings, events, and priorities to develop action plans, communications strategies, and ensure preparedness

Minimize last-minute changes and downstream impacts while maximizing productivity, readiness, and alignment

Make strategic tradeoff decisions related to scheduling, timing, and competing priorities

Coordinate complex travel, lodging, and logistics with a high degree of accuracy, foresight, and responsiveness

Prepare, reconcile, and process expense reports accurately and in a timely manner

Anticipate travel-related issues and proactively adjust plans while keeping key stakeholders informed

Ensure executives are consistently organized, informed, and prepared to lead effectively

Communicate new information, status updates, key decisions, and outcomes in a timely and professional manner

Manage electronic files, communication tools, and key materials to ensure information, tasks, notes, and documents are organized, accessible, and actionable

Research, track, and maintain information that supports executive decision-making, planning, and follow-through

Lead the project management of meetings, tasks, events, and initiatives to drive successful outcomes

Drive thorough planning, disciplined execution, and thoughtful communication across meetings, events, and initiatives

Events include but are not limited to meetings, lunch/dinners, interviews, video and phone conferences, seminars, special events, fundraisers, and team building activities

Independently manage timelines, logistics, stakeholder communication, and follow-up to ensure high-quality execution

Collaborate with the administrative support team to delegate work effectively, optimize resources, and strengthen overall team efficiency

Partner with the administrative team to support office operations, execute events and initiative rollouts, and provide dependable backup coverage as needed

Provide support on day-to-day tasks, projects, and other needs as they arise.

Qualifications

7+ years of Executive Assistant experience in a 500+ employee company, including at least 3 years supporting vice president level or above in a highly visible, relationship-driven environment

Strong time management and organizational skills, with the ability to support multiple executives, balance competing priorities in a fast-paced environment, and consistently meet critical deadlines

Proven experience in meeting and event planning, execution, and complex travel coordination

Excellent written and verbal communication skills, including active listening, accurate note-taking, professional correspondence, and thorough follow-through, with demonstrated ability to maintain the highest levels of confidentiality and discretion

Proven project management experience, with a flexible, resourceful, and proactive approach to managing diverse responsibilities

Strong big-picture thinking with the ability to connect relationships between information, people, and events while maintaining exceptional attention to detail

Excellent analytical and research skills, with the ability to proactively anticipate needs, identify issues, and drive strategic, solution-oriented decision-making

Strong interpersonal skills with the ability to build trust, foster relationships, and support high-performing executive partnerships with integrity, emotional intelligence, and situational awareness

Demonstrated executive presence, diplomacy, and sound judgment, with the ability to work effectively with senior leaders, peers, and external stakeholders and remain calm, composed, and solutions-oriented under pressure while representing leadership with credibility

High proficiency in Microsoft Outlook for calendaring, with strong skills in Word, Excel, SharePoint, Teams, OneNote, and PowerPoint; experience with AI tools is a plus, particularly tools that support drafting, summarization, research, and workflow efficiency

Flexibility to work non-traditional hours as needed

Commitment to upholding and embodying McCarthy's core values in daily responsibilities, interactions, and team collaboration.

Genuine McCarthy Enterprises is proud to be an equal opportunity employer, including disability and protected veteran status.

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