Executive Assistant – Ferrovial Energy US

Ferrovial•Fairfax, VA

24d•Hybrid

About The Position

Ferrovial Energy is seeking an Executive Assistant to provide high-level administrative, organizational, and operational support to 3-4 Senior Vice Presidents based in the United States. This role is critical for ensuring effective day-to-day operations, coordination, and organization for senior leadership in a dynamic, fast-paced, and growing environment. The Executive Assistant will act as a trusted partner, supporting leaders with accuracy, discretion, and a strong service mindset. The position will be initially based in Fairfax, Virginia, with flexibility and openness to relocate to other locations within Virginia, DC, or Maryland as business needs evolve.

Requirements

Minimum 5–7 years of experience as an Executive Assistant, Secretary to Management, or similar role supporting senior leaders.
Proven experience supporting multiple executives simultaneously, ideally in a corporate or fast-paced environment.
Strong organizational skills with the ability to manage multiple priorities proactively and independently.
Excellent written and verbal communication skills in English (Spanish is a plus).
High proficiency in Microsoft Office tools (Outlook, Teams, PowerPoint, Excel, Word).
Experience managing invoices, expense reports, and general administrative financial processes.
High level of professionalism, reliability, attention to detail, and discretion.
Ability to work effectively in a structured, international corporate environment.

Responsibilities

Provide executive-level administrative support to the Senior VPs based in the U.S., including complex calendar management, travel coordination, meeting logistics, and scheduling.
Serve as a key point of contact between executives and internal/external stakeholders, ensuring professional and effective communication.
Coordinate meetings, prepare agendas, presentations, briefing materials, and capture meeting minutes when required.
Support the organization of leadership meetings, offsites, and internal working sessions.
Manage invoices and vendor-related administrative processes, ensuring compliance with internal policies and approval workflows.
Prepare, submit, and track expense reports and travel expenses, ensuring accuracy and timely processing.
Coordinate office supplies and administrative materials, including ordering, inventory control, and liaison with suppliers.
Assist with purchase orders and other administrative processes in line with company procedures.
Handle confidential and sensitive information with a high level of discretion and professionalism.
Monitor action items, deadlines, and follow-ups to support timely execution.
Closely collaborate with other Executive Assistants and administrative teams across Ferrovial as needed.
Provide ad-hoc administrative and organizational support on special projects as requested by leadership.