Description

• Executive support for CHRO
• Reports to the Executive Assistant as well as the executives
• Works closely with clients and their Executive Assistants
• Collaborates with Executive Assistants, Office Managers, and leadership to manage calendars, administrative functions, and support activities, while also providing assistance to additional executives and partners as needed

• Drive the partnership with executives and manage-up to increase their effectiveness and efficiency
• Assist executives with email, task and priority management
• Serve 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 strategies
• Draft key internal and external communications with executives intention and style
• Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
• Accurate, thorough and timely calendar management of complex schedules
• Strategize with executives on upcoming meetings, events, and tasks to create action plans, communications strategies, and ensure preparedness
• Minimize last minute changes and negative impacts, maximize productivity
• Coordinate extensive travel and accommodations
• Prepare and process expense reports
• Ensure executives are organized and informed
• Timely communication of new information, status updates and outcomes
• Manage electronic files and communication tools to ensure tasks, notes and documents are efficiently organized and accessible
• Research, track, maintain and report data to support executives
• Project manage meetings, tasks, events and initiatives to achieve significant impact and results
• Thorough planning, successful execution, and thoughtful communication strategies
• Events include but are not limited to meetings, lunch/dinners, interviews, video and phone conferences, seminars, special events, fundraisers, and team builds
• Manage time, multiple tasks, and competing priorities
• Consistently approach responsibilities and tasks with big picture, strategic thinking, and proactively address challenges
• Collaborate with administrative support team to delegate tasks and optimize efficiency
• Team with the administrative group to support office needs; plan and execute office events or initiative roll outs; provide backup coverage as needed
• Other tasks and duties as assigned

• 7+ years of Executive Assistant experience in 500+ size company and at least 3 of those years supporting VP level or above
• Strong time management skills with the ability to support multiple executives, balance competing priorities in a fast-paced environment, and meet critical deadlines
• Proven experience in large event and meeting planning, execution, and extensive travel coordination
• Excellent 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 confidentiality
• Proven experience in project management, implementation, and execution, with a flexible and proactive approach to taking on diverse responsibilities
• Strong big-picture thinking with the ability to connect relationships between information and events while maintaining keen attention to detail
• Excellent analytical and research skills to proactively anticipate needs, identify issues, and drive strategic, solution-oriented decision-making
• Strong interpersonal and communication skills with a focus on building trust, fostering relationships, and supporting high-performing executive partnerships with integrity and discretion
• High 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 needed
• Commitment to upholding and embodying McCarthys core values in daily responsibilities and interactions

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