Administrative Assistant - Corporate Finance

Bechtel Corporation•Washington, DC

6d•$72,000 - $109,800•Hybrid

About The Position

Corporate Finance leadership seeks an Administrative Assistant to provide support for all aspects of the department in an organization that requires knowledge of administrative systems, processes, and procedures. The successful candidate will be highly organized with an eye for detail, discreet with sensitive information, and able to balance competing priorities across multiple executives.

Requirements

Requires a minimum of 4-6 years of related experience
Applies company policies and defined practices and procedures to resolve routine issues and analyze situations or data with readily obtainable answers; handles problems of limited to moderate scope under moderate supervision and clearly defined guidelines.
Maintains the strictest confidentiality of financial, pre-release, and personnel information.
Demonstrates outstanding attention to detail, manages competing priorities, and completes work under tight deadlines.
Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and travel and expense systems.
Skilled in meeting and conference arrangements, including catering and virtual logistics, and domestic and international travel coordination.
Strong written and verbal communication skills, including grammar, spelling, punctuation, and proofreading.
Builds productive, collaborative internal relationships and works cooperatively and courteously across all organizational levels.
Maintains a professional demeanor in a fast-paced, deadline-driven environment, with occasional schedule flexibility to support close, reporting, and filing deadlines.

Nice To Haves

Associate degree or related technical training preferred
Administrative experience supporting multiple executives or a Corporate Finance, Accounting, Tax, or Audit organization; experience supporting leadership in a global or matrixed organization.
Familiarity with basic financial and accounting terminology and expense, procurement, or ERP systems.
Demonstrated AI and data literacy, including familiarity with AI-enabled platforms for generative AI, analytics, and workflow automation; ability to use digital tools to automate routine tasks and experience leveraging digital, analytics, and automation tools to improve process efficiency, accuracy, and scalability.

Responsibilities

Manages multiple Corporate Finance executives’ calendars, resolving conflicts and prioritizing across time zones; stays informed of their key issues, commitments, and priorities, screens calls and visitors, and routes urgent matters appropriately.
Books domestic and international travel, prepares itineraries, manages changing arrangements, and processes expense reports with accurate charging and timely submission under company travel and expense policy.
Coordinates internal and external meetings and events, including leadership and staff meetings, quarterly reviews, and offsites; arranges facilities, equipment, virtual meeting and conference services, and catering.
Prepares agendas, records minutes, tracks follow-up actions, and assembles briefing and presentation materials for Corporate Finance leadership reviews.
Welcomes and escorts external auditors, tax advisors, and other visitors; arranges temporary workspace and manages access requirements.
Reviews assignments requiring Corporate Finance subject-matter knowledge; drafts correspondence and reviews, formats, and edits leadership reports, presentations, and documents, including compiling recurring reporting packages prepared by responsible Finance professionals.
Maintains Corporate Finance distribution lists, organization charts, and team SharePoint and Teams sites.
Handles financial and personnel information with strict confidentiality in accordance with Bechtel’s records retention and information-classification requirements.
Develops and maintains desktop procedures, filing, and record-keeping systems; ensures coverage during office absences.
Performs other duties as assigned.