Description

Reporting & Working Relationships:

• Reports to the Executive Assistant for the Renewable Energy Unit
• Works with fellow Administrative/Executive Assistants to effectively manage the administrative functions of the office
• Will support various functions and work with BU Directors, Managers and staff
• Will interact and coordinate with external clients and candidates

Key Responsibilities:

• Project manage the administration of programs or processes to ensure they are completed with, accuracy, high quality and within deadlines
• High-Level calendar and schedule management
• Schedule, plan and coordinate internal and external meetings, trainings, lunches/dinners, interviews, video conferences and conference calls
• Coordinate travel and accommodations
• Strategize, plan and execute on business development and preconstruction efforts including coordinating conference participation, speaking engagements, client events etc.
• Assist with special events, conferences, seminars, Heart Hats community efforts and teambuilding
• Compose and produce a variety of business correspondence, including agendas, reports, confidential documents and/or forms
• Track, maintain and report on various data to support the teams
• Prepare and process expense reports
• Review and process office invoices
• Office supply ordering
• Provide front desk and switchboard coverage as needed
• Perform basic administrative and support functions for office
• Document Control tasks not limited to:
  • RFP Document Management
  • List of Contract Documents
  • Owner Agreement Document Tracking
  • Non-Disclosure Agreement Execution and Filing
• Other tasks and duties as assigned

Qualifications:

• 1-3 years of administrative experience
• Event, travel and meeting coordination experience
• High proficiency in calendaring using Microsoft Outlook
• High proficiency with Word and Excel programs
• Knowledge in SharePoint
• 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 employer, including disability and protected veteran status.

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