Administrative Assistant - Corporate Finance

Bechtel Corporation•Washington, DC

7d•$72,000 - $109,800•Hybrid

About The Position

Corporate Finance leadership seeks an Administrative Assistant to support all aspects of the department, using knowledge of administrative systems, processes, and procedures. The successful candidate will be highly organized, attentive to detail, discreet with sensitive information, and able to balance competing priorities across multiple executives. The role supports multiple Corporate Finance executives through calendar and travel management, meeting and event coordination, preparation of correspondence and leadership materials, and maintenance of department information and records. It also requires handling financial and personnel information confidentially, maintaining administrative procedures, and providing coverage during office absences.

Requirements

A minimum of 4–6 years of related experience.
Apply company policies and defined practices and procedures to resolve routine issues and analyze situations or data with readily obtainable answers; handle problems of limited to moderate scope under moderate supervision and clearly defined guidelines.
Maintain strict confidentiality of financial, pre-release, and personnel information.
Demonstrate outstanding attention to detail, manage competing priorities, and complete work under tight deadlines.
Be proficient in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, and in travel and expense systems.
Be skilled in meeting and conference arrangements, including catering and virtual logistics, and domestic and international travel coordination.
Have strong written and verbal communication skills, including grammar, spelling, punctuation, and proofreading.
Build productive, collaborative internal relationships and work cooperatively and courteously across all organizational levels.
Maintain 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.
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.
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

Manage multiple Corporate Finance executives’ calendars, resolve conflicts and prioritize across time zones, stay informed of their key issues, commitments, and priorities, screen calls and visitors, and route urgent matters appropriately.
Book domestic and international travel, prepare itineraries, manage changing arrangements, and process expense reports accurately and on time under company policy.
Coordinate internal and external meetings and events, including leadership and staff meetings, quarterly reviews, and offsites; arrange facilities, equipment, virtual meeting and conference services, and catering.
Prepare agendas, record minutes, track follow-up actions, and assemble briefing and presentation materials for Corporate Finance leadership reviews.
Welcome and escort external auditors, tax advisors, and other visitors; arrange temporary workspace and manage access requirements.
Review assignments requiring Corporate Finance subject-matter knowledge; draft correspondence and review, format, and edit leadership reports, presentations, and documents, including compiling recurring reporting packages prepared by Finance professionals.
Maintain Corporate Finance distribution lists, organization charts, and team SharePoint and Teams sites.
Handle financial and personnel information with strict confidentiality in accordance with Bechtel’s records retention and information-classification requirements.
Develop and maintain desktop procedures, filing, and record-keeping systems; ensure coverage during office absences.
Perform other duties as assigned.