Executive Assistant, Board & Sustainability

KBR•Houston, DC

About The Position

Reporting to the Vice President, Corporate & Compliance and Assistant Corporate Secretary, the Executive Assistant plays a critical role in supporting the Corporate & Compliance team through a combination of executive administration, corporate governance coordination, and operational support. This position serves as a key partner to senior leadership and is responsible for ensuring the smooth execution of Board of Directors activities, supporting public company compliance processes, sustainability reporting activities, maintaining corporate records, and coordinating day-to-day administrative functions for the department. The successful candidate is a highly organized and resourceful professional who thrives in a fast-paced environment, exercises sound judgment and discretion, and effectively manages multiple priorities. The role also provides administrative and coordination support for the Company's sustainability reporting and governance activities, helping facilitate data collection, document management, stakeholder communications, and reporting processes. This role requires frequent interaction with members of the Board of Directors, senior executives, internal stakeholders, and external vendors, making strong communication, professionalism, and relationship-building skills essential for success.

Requirements

Bachelor's degree from an accredited institution required.
Minimum of 5–7 years of experience supporting a Corporate Secretary, Corporate Governance, Legal, or Executive Leadership function within a publicly traded company.
Experience working with Board of Directors activities, executive-level stakeholders, and confidential corporate information.
Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines.
Strong written, verbal, and interpersonal communication skills.
High level of professionalism, discretion, and integrity when handling confidential and sensitive information.
Ability to build effective working relationships with Board members, executives, employees, vendors, and external stakeholders.
Ability to coordinate information across multiple stakeholders and support complex reporting processes, including sustainability and governance-related initiatives.
Proven ability to work independently, exercise sound judgment, and proactively solve problems.
Strong attention to detail and commitment to accuracy.
Collaborative, customer-service-oriented mindset with the ability to support a variety of stakeholders.
Advanced proficiency in Microsoft 365 applications, including Word, Excel, PowerPoint, SharePoint, and OneDrive.
Experience using governance and reporting platforms such as Nasdaq BoardVantage, Workiva, EDGAR Next, Toppan Merrill Bridge, Diligent Entities, or similar systems.
Self-motivated, resourceful, and able to operate effectively in a fast-paced, deadline-driven environment.

Nice To Haves

Experience supporting public company governance, compliance, sustainability reporting, or corporate responsibility initiatives preferred.

Responsibilities

Coordinate and manage logistics for domestic and international Board of Directors and committee meetings.
Arrange director travel, including flights, accommodations, transportation, visas, and related travel requirements.
Coordinate meeting venues, catering, and other event-related logistics for Board meetings and related functions.
Serve as a liaison between Board members and senior leadership, helping facilitate communications and meeting preparations.
Support the administration of the Company’s Annual Meeting of Stockholders, including virtual meeting logistics and coordination.
Assist with the preparation, compilation, and distribution of Board and committee materials, including posting materials to governance platforms such as BoardVantage.
Provide administrative support for public company compliance activities, including assisting with the preparation and filing of SEC Forms 3, 4, 5, and 8-K.
Support insider trading compliance processes by helping maintain insider lists and coordinating trading window communications.
Assist with proxy statement preparation and related annual governance activities.
Assist with the coordination, compilation, formatting, and distribution of sustainability and corporate responsibility reporting materials.
Support the collection and organization of information from internal stakeholders for sustainability-related disclosures and reporting requirements.
Maintain sustainability reporting calendars, project timelines, and supporting documentation.
Coordinate meetings, presentations, and communications related to sustainability governance matters.
Assist with the preparation, review, maintenance, and publication of sustainability-related materials and website disclosures.
Support responses to information requests from ESG rating agencies, investors, and other external stakeholders by coordinating document collection and administrative processes.
Maintain records associated with sustainability initiatives, reporting activities, and governance documentation.
Assist with the maintenance of corporate records and governance documentation.
Coordinate notarization, legalization, apostille, and other document authentication requirements.
Support the annual renewal and maintenance of business licenses for domestic and international entities.
Serve as a primary point of contact for notary requests and related administrative processes.
Process legal department invoices and coordinate payment activities to ensure timely vendor payments.
Provide administrative and project coordination support for sustainability, governance, and corporate compliance initiatives as assigned.
Prepare purchase requisitions and support procurement-related activities.
Assist with the administration and tracking of legal matters, including class action claims and other departmental initiatives.
Provide administrative and project support to members of the Corporate & Compliance team as needed.
Coordinate with internal stakeholders and external service providers to support efficient departmental operations.