Administrative & Operations Assistant, CA&M

Bechtel

58d•Onsite

About The Position

Bechtel’s fast-paced Corporate Affairs & Marketing team is seeking a highly motivated Executive Assistant to support the Global Head of Corporate Affairs & Marketing. This role is primarily responsible for managing complex schedules, budgets, and administrative priorities. A successful candidate will demonstrate strong judgment and discretion and be a critical thinker, strong communicator, highly organized, and detail-oriented, with a passion for ensuring leaders and teams have the tools, resources, and support they need to succeed. Experience supporting senior executives is preferred.

Requirements

Bachelor’s degree (or international equivalent) and 5–8 years of relevant experience, or 9–12 years of relevant experience in lieu of a degree
Minimum of 5 years of administrative experience and/or advanced coursework requiring strong writing skills
Demonstrated ability to maintain confidentiality of the strictest nature
Proven experience managing executive calendars and coordinating complex schedules
Experience supporting budgets, financial reporting, and cost performance (including overhead, ODCs, and core accounts)
Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
Strong writing, editing, proofreading, and composition skills
Experience preparing meeting minutes and coordinating high-level meetings
Advanced skills in domestic and international travel coordination
Accept performance-based feedback and adapt quickly to evolving priorities
Work effectively under pressure and flex schedules, as needed, to support timely deliverables
Perform other duties as assigned
Exceptional attention to detail and ability to juggle competing priorities under tight deadlines
Strong organizational skills with consistent follow-through
Ability to work collaboratively and professionally across all levels of the organization
Calm, professional demeanor in fast-paced, high-pressure environments
Flexible, team-oriented mindset with strong interpersonal and communication skills

Nice To Haves

Understanding of print, broadcast, and online media environments is a plus

Responsibilities

Manage and coordinate a complex executive calendar, resolving conflicts and prioritizing meetings as appropriate
Maintain long-term planning calendars across current and future years
Support the Corporate Affairs & Marketing overhead budget, including tracking, forecasting, cost analysis, and reconciliation
Partner with finance and procurement teams on approvals, reporting, and compliance
Maintain accurate financial records and support leadership decision-making
Draft correspondence, meeting notes, and readouts as needed
Prepare and distribute meeting agendas, materials, and minutes
Maintain and update distribution lists, organization charts, and internal documentation
Classify, file, and manage correspondence and records in accordance with company procedures
Receive and screen phone calls and visitors, directing them appropriately
Coordinate internal and external meetings, including facilities, equipment, conference services, and catering
Manage visitor coordination, including welcoming and escorting guests and arranging temporary workspace
Coordinate domestic and international travel arrangements, including itineraries and real-time adjustments
Complete expense reports following travel and ensure timely submission