Executive Assistant

Bold thinking leads to transformative change. The world needs big ideas to solve our climate, affordability, and equity crises. That’s where you come in. Align your career with greater purpose at McKinstry.

As a national leader in designing, constructing, operating, and maintaining high-performing buildings, McKinstry provides a single point of accountability across the entire building lifecycle, from new construction and ongoing operations to adaptive reuse, energy retrofits, and advanced renewable energy systems. We get up every day to transform the built environment for the betterment of our clients and our communities.

Never satisfied, we are compelled by our values to eliminate barriers standing in the way of a better-built environment. We design, build, optimize and maintain high-performing facilities.

Here’s where you come in:

We are currently seeking an Executive Assistant to support our Service division. In this role, you will provides comprehensive support and calendar management to several senior leaders in our Service line of business. The Executive Assistant anticipates needs, clears obstacles, and seeks opportunities to take ownership of tasks and projects. Other tasks include:

Communication

• Schedule and prioritize executive calendars and maintain contacts.
• Manage the calendars proactively to make effective and efficient use of the executives’ time.
• Screen and prioritize executive calls and mail correspondence.
• Draft, edit, proofread, and finalize written materials including correspondence reports, memoranda, speeches, agendas, presentations, and minutes.
• Serve as a liaison to internal staff and external contacts.

Administrative Support

• Responsible for:
  • Preparing documents, spreadsheets, correspondence, and presentations for the Service leadership team
  • Organizing and preemptively managing travel, including but not limited to organizing flights, hotels, transportation to and from airport
  • Representing senior leadership by serving as a liaison to internal and external clients including screening phone calls and following up with clients when appropriate
  • Managing confidential and sensitive information with high-level of discretion.
  • Taking well-organized and accurate meeting notes; preparing follow-up documents and distributing work from meetings; following-up on assignments and providing progress reports.
  • Managing departmental resource needs, including requests for supplies, equipment, and facilities support.
  • Managing expense reconciliation.
  • Preparing and maintain sensitive files and records.
  • Preparing business planning, financial, and statistical reports.
  • Planning and organizing department events, off-site events, and meetings.

Project Support

• Work on special projects and initiatives; conduct research for executive projects and ensure completion.
• Track and manage timelines for projects and deliverables.
• Create SharePoint sites and manage site content.

What we would like to see in you:

• Two to five years of experience supporting an executive in a multiple unit organization strongly desired.
• Bachelor’s degree in Business Administration or related field or equivalent work experience required.
• Ability to travel to our Seattle headquarters.
• Ability to make informed decisions without waiting for direction required.
• Ability to anticipate the needs of the people they support and operate with humility and grace under pressure required.
• Ability to manage communications with the appropriate balance of information sharing required.
• Ability to handle multiple tasks of high priority, in professional, confidential, and efficient manner required.
• Scrupulous attention to detail required. • Knowledge of Internet browsers and web technology required.
• Advanced knowledge of Microsoft Office Suite - Word, Excel, PowerPoint, and Outlook required; working knowledge of SharePoint, Visio and Project required.
• Knowledge of basic accounting principles and QuickBooks functions preferred.
• Experience in professional services, construction or technology-related industries preferred.

Why McKinstry:

Transformational change requires bold action. We must decarbonize our buildings and energy assets to combat climate change. We must tackle the affordability crisis by innovating waste out of our supply chain and dramatically cutting costs through improved productivity. We must deliver equitable outcomes to ensure healthy, high-performing buildings for all. Together, Building a Thriving Planet.

Building a collective commitment: Our values demand that we take accountability for diversity, equity, and inclusion. No single individual or organization can stem the tide of inequity alone. We must work together

People represent our most valued asset. By investing in our employees, we are also investing in the ongoing success of our company. We pride ourselves on offering a comprehensive, PeopleFirst benefits package to promote health and wellness, enhance work/life balance and ensure long-term stability for our employees and their families. Some of these benefits include:

• A robust internal mobility program to help you develop your career
• Competitive pay backed by 401(k) and profit-sharing plans.
• Comprehensive medical, prescription drugs, vision, and dental.
• Orca Card and free parking
• Business mileage reimbursement and/or electric fleet vehicles for business travel and meetings
• Up to 16 weeks of paid parental leave.
• Adoption and IVF assistance.
• Paid time off.
• McKinstry University training and development.
• McKinstry wellness programs and on-site gyms.
• Community service and employee-directed charitable giving.

The McKinstry group of companies are equal opportunity employers. We are committed to providing equal employment opportunities to all employees and qualified applicants without regard to sex, gender identity, sexual orientation, age, race, color, creed, marital status, national origin, disability, veteran status, genetic information or any other basis protected by law. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training. This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.

McKinstry is a drug-free workplace. Employment is contingent upon successfully passing a pre-employment drug and alcohol test, complying with the requirements of the Immigration Reform and Control Act and a Confidentiality Agreement, in addition to successful outcomes of background and reference checks.

Applicants for this role will only be considered if they possess current US Work Authorization, and do not require employer-sponsored VISA support to begin or remain in this role.

#LI-ME1 #LI-Hybrid