Administrative Assistant

McCarthy Building Companies, Inc.

McCarthy is seeking an Administrative Assistant based out of the organization's Southern Office in Dallas, TX. This position provides administrative support to the Southern Region.

• Book travel for leadership in Concur, often with complex itineraries, last‑minute changes, and multiple stakeholders.
• Prepare and submit expense reports for leadership in Concur, ensuring accuracy, timeliness, and compliance.
• Finalize and approve invoices in CMiC.
• Submit and approve time sheets in Replicon.
• Handle confidential information with discretion and sound judgment.
• Perform other administrative duties as assigned to keep the office running smoothly and efficiently.

• Help support the front desk:
  • Greet visitors, clients, and partners with a warm, professional presence.
  • Answer the phone and route calls appropriately.
  • Check mail, manage shipping, and coordinate deliveries.
  • Create and update partner badges and toll tag documents, etc.
• Partner with the current receptionist to divide and conquer so service coverage is strong and consistent no one person is at the front full time.

• Help facilitate in‑office and external events for departments.
• Coordinate event logistics including:
  • BEO contracts, dinner reservations, room blocks, and car services.
  • Ordering catering and creating a welcoming experience for occasions such as in‑office events, celebrations, trainings, and leadership meetings.
• Help with external offsites such as Seminar, Shareholders, Huddles, and leadership events.
• Send out office emails and invites for upcoming events, meetings, and notices.
• Work alongside building management, submitting and tracking office tickets to ensure a safe, functional, and well‑maintained workplace.

• Bring a service‑first mindset to every interaction internal partners, clients, visitors, and vendors.
• Anticipate needs ahead of time and offer solutions before issues arise.
• Navigate a wide range of tasks and shift priorities with:
  • A can‑do, solutions‑oriented attitude (no task too small, no challenge too big).
  • Calm under pressure and a professional demeanor when things get busy.
• Model our ownership culture acting as if you own the place by:
  • Caring about the details.
  • Protecting our brand and relationships.
  • Helping the entire team be more effective and efficient

• 1-3 years of administrative experience
• Education
  • High school diploma or equivalent required; associate or bachelor's degree preferred.
• Technical Skills
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Proven experience in office administration.
  • Experience with tools such as Concur, CMiC, and Replicon preferred (or ability to learn quickly).
• Professional Skills & Experience
  • Excellent written and verbal communication skills.
  • Strong organizational and time‑management abilities; able to manage multiple priorities and deadlines.
  • Demonstrated ability to multitask and pivot quickly as needs change throughout the day.
  • Attention to detail and strong problem‑solving skills.
• Mindset & Culture Fit
  • Professional demeanor and positive attitude a real team player who brings energy to the office.
  • Comfortable handling a broad range of responsibilities from front desk coverage and greeting clients/partners to event logistics, travel, and expenses.
  • Proactive thinker who can see around corners, anticipate needs, and take initiative without waiting to be asked.
  • Thrives in a fast‑paced, team‑oriented, owner‑minded culture where everyone is expected to jump in and help make us better and more effective.

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