Administrative Assistant-Executive Supp

Bechtel Global Corporation; Reston (VA); Hybrid; USD 72,000 - 110,000; Part time

Job summary

Bechtel Global Corporation in Reston, VA seeks an experienced administrative professional to provide advanced support to an executive leadership team. This role requires discretion, strong judgment, and the ability to manage competing priorities in a fast-paced environment.

This part-time telework position involves calendar management, travel coordination, drafting documents, and coordinating meetings across organizations.

Qualifications

• Requires a minimum of 6 years of experience providing administrative support to senior managers, directors, executives, or leadership teams in a complex business environment.
• Requires demonstrated experience managing complex calendars, executive priorities, leadership meetings, and sensitive business matters.
• Requires experience coordinating domestic and international travel, including itineraries, passports, visas, and expense reporting.
• Requires experience planning and coordinating large meetings, events, or conferences.
• Requires authorization to work and remain in the United States without employer sponsorship.

Responsibilities

• Maintain awareness of key priorities and strategic initiatives to anticipate administrative needs.
• Manage a complex executive calendar and align time with business needs.
• Screen and prioritize calls, visitors, correspondence, and meeting requests.
• Coordinate complex domestic and international travel arrangements.
• Plan onsite and offsite meetings, conferences, and events.
• Prepare executive correspondence, presentations, and briefing materials.

Skills

Microsoft 365

Calendar management

Executive support

Communication skills

Time management

Discretion

Relationship building

Problem solving

Education

Certified Administrative Professional

Tools

Concur

SharePoint

Microsoft Teams

Job description

Requisition ID: 299257

• Relocation Authorized: None
• Telework Type:Part-Time Telework
• Work Location: Reston, VA
• Salary Range: $72,000 - $109,800 annually (salary range is based on market data; final salary offered is determined by education, experience, and qualifications of the applicant.)

Extraordinary teams building inspiring projects

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world\'s infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers\' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations.

Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report.

Job Summary

In this role, you will provide advanced administrative support to an executive level manager and the associated leadership team. You will serve as a trusted partner who understands key priorities, commitments, organizational matters, and strategic initiatives. The position requires sound judgment, initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy, and knowledge of company protocols. You will anticipate needs, resolve competing priorities, and help the executive and leadership team operate effectively in a complex and fast paced business environment.

\"This position is designated as part-time telework per our global telework policy and will require at least three days of in-person attendance per week at the assigned office or project. Weekly in-person schedules will be determined by the individual and their supervisor, in consultation with functional or project leadership\"

Major Responsibilities

• Serve as a trusted partner to the executive by maintaining awareness of key priorities, commitments, organizational matters, and strategic initiatives and by anticipating administrative needs.
• Proactively manage a complex executive calendar, evaluate competing priorities, resolve scheduling conflicts, and align the executive\'s time with business needs.
• Screen and prioritize phone calls, visitors, correspondence, meeting requests, and other matters. Independently address routine items, refer matters to the appropriate person, and follow up to confirm completion.
• Exercise independent judgment in determining appropriate action on routine, important, and urgent matters in the executive\'s absence and elevate issues when management involvement is required.
• Act as a liaison between the executive, senior management, employees, customers, business partners, and external stakeholders.
• Collaborate with leadership teams, administrative professionals, and business partners to coordinate executive priorities, activities, and communications across organizations and locations.
• Draft, edit, proofread, format, and distribute executive correspondence, presentations, reports, briefing materials, and other business documents.
• Research information and compile accurate summaries, reports, presentations, and background materials for executive review and decision support.
• Coordinate executive and leadership meetings, including calendars, facilities, technology, visitor access, catering, agendas, presentations, and supporting materials.
• Document decisions and action items when requested, monitor commitments, and follow up with responsible parties to support timely completion.
• Coordinate complex domestic and international travel, including itineraries, passports, visas, transportation, lodging, schedule changes, expense reports, and credit card reconciliations.
• Plan and coordinate onsite and offsite meetings, conferences, workshops, and special events involving internal and external participants.
• Handle highly sensitive business, personnel, and financial information with discretion and confidentiality.
• Review outgoing documents for accuracy, completeness, format, and readiness for executive signature or approval.
• May provide timecard, expense, or other administrative system support as an authorized proxy when assigned.
• Provide backup support to other administrative professionals and ensure appropriate coverage during absences.
• Support special projects and perform other administrative duties as assigned.

Education and Experience Requirements

• Requires a minimum of 6 years of experience providing administrative support to senior managers, directors, executives, or leadership teams in a complex business environment.
• Requires demonstrated experience managing complex calendars, executive priorities, leadership meetings, and sensitive business matters.
• Requires experience coordinating domestic and international travel, including itineraries, passports, visas, and expense reporting.
• Requires experience planning and coordinating large meetings, events, or conferences.
• Requires authorization to work and remain in the United States without employer sponsorship.

Required Knowledge and Skills

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications. Skills assessments may be administered to evaluate proficiency.
• Excellent written and verbal communication skills, including grammar, spelling, punctuation, proofreading, and document preparation.
• Strong organizational and time management skills with the ability to manage multiple priorities, shifting deadlines, and confidential assignments.
• Demonstrated sound business judgment, initiative, problem solving, and decision making within the authority of the role.
• Ability to anticipate needs, recognize potential issues, and take appropriate action with limited direction.
• Ability to work effectively and professionally with executives, senior leaders, employees, customers, and external stakeholders.
• Ability to build productive relationships, collaborate across organizations, and influence outcomes without direct authority.
• High attention to detail, accuracy, follow through, and customer service.
• Ability to maintain discretion and protect sensitive and confidential information.
• Ability and willingness to work overtime or adjust working hours when executive and business needs require.

Preferred Qualifications

• Previous experience supporting an executive level manager, vice president, functional leader, or comparable senior leader.
• Previous Bechtel administrative support experience.
• Current Certified Administrative Professional credential or comparable professional certification.
• Experience with Concur expense reporting and travel processes.
• Experience using SharePoint and Microsoft 365 collaboration tools.
• Knowledge of records and information management practices.
• Experience preparing executive presentations, briefing materials, reports, and communications.
• Experience coordinating activities across multiple organizations and geographic locations.

Core Competencies

• Executive presence and professionalism
• Sound business judgment
• Anticipation and initiative
• Confidentiality and discretion
• Relationship management
• Clear and effective communication
• Organization and prioritization
• Adaptability and resilience
• Collaboration and teamwork
• Accuracy and attention to detail

Total Rewards/Benefits

For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world\'s toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards

Diverse teams build the extraordinary

As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of \"One Team,\" respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy.

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age,national origin, disability, citizenship status (except as authorized by law),protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to [e-mail]