Senior Management Administrative Assistant

Bechtel•Houston, TX

5d•Hybrid

About The Position

Provides a full range of high-level administrative support to an M&T senior management team. The role requires handling confidential and sensitive information with discretion and professionalism, with a strong emphasis on protocol, accuracy, and organization. Communicates effectively with senior managers, clients, and team members. Proactively anticipates shifting priorities, exercises sound judgment, and independently resolves issues to support efficient senior manager operations. This position is designated as part-time telework per our global telework policy and will require at least three days of in-person attendance per week at the assigned office or project. Weekly in-person schedules will be determined by the individual and their supervisor, in consultation with functional or project leadership.

Requirements

Bachelor’s degree and 3 years of relevant experience, or 10 years of related experience in lieu of a degree.
Must have authorization to work in the United States without visa sponsorship.
Intermediate proficiency in Microsoft Excel, Word, Outlook, and PowerPoint.
Strong written and verbal communication skills, including grammar and syntax.
Demonstrated ability to make decisions independently within scope of role.
Ability to anticipate issues, manage changing priorities, and communicate proactively with leadership.
Proven ability to handle confidential information with discretion.
Advanced written and verbal communication skills, including grammar, spelling, punctuation, and professional tone.
Extensive experience in administrative support within a senior manager-level environment.
Proven ability to coordinate senior manager meetings and manage complex scheduling requirements.
Ability to provide direction and guidance to others when needed.
Professional demeanor and ability to interact effectively across all levels of the organization.
Willingness and ability to work overtime with little or no notice.
Experience coordinating domestic and international travel, including visas and passports.
Experience managing senior manager calendars.
Experience organizing large meetings and events.
Ability to compile and analyze non-technical and semi-technical data for reports.
Strong writing skills to prepare correspondence for senior manager signature.
Knowledge of Bechtel’s organizational structure, systems, and procedures.

Nice To Haves

A skills assessment may be administered.

Responsibilities

Screens and prioritizes incoming calls and visitors; independently handles routine matters, directs inquiries to appropriate staff, and escalates critical issues as needed; follows up to ensure timely resolution.
Serves as a liaison between senior management and staff; coordinates internal business activities and manages requests, resolving them independently when appropriate.
Maintains awareness of senior manager priorities, key issues, and commitments; conducts research and prepares concise summaries to support decision-making.
Reviews outgoing documents requiring senior manager approval to ensure accuracy, completeness, and compliance with formatting standards.
Reviews and formats senior manager-level presentations for clarity, consistency, and professionalism; coordinates input from cross-functional teams.
Supports the business development team’s opportunity screening and tracking process, including collecting and consolidating inputs from team members, maintaining opportunity data and documentation in Microsoft Dynamics, supporting pipeline governance and reporting activities, tracking key actions and milestones, and helping ensure leadership visibility into priority pursuits and business development initiatives.
Reviews and distributes incoming correspondence; responds to routine inquiries and routes items appropriately; follows up to ensure timely completion of actions.
Manages and adjusts senior manager calendars, scheduling and rescheduling based on competing priorities and business requirements.
Coordinates complex domestic and international travel, including visas and passports, and prepares detailed itineraries aligned with business needs.
Prepares and submits travel expense reports in Concur, ensuring accurate reconciliation with corporate credit card statements.
Organizes meetings (on-site and off-site), including logistics, facilities, equipment, and catering; prepares and distributes agendas, materials, and meeting minutes.
Evaluates urgent or sensitive matters in the senior manager’s absence and ensures appropriate handling; maintains a prioritized log of items requiring follow-up.
Compiles, analyzes, and prepares reports, correspondence, and other materials, ensuring accuracy and clarity.
Maintains department organization charts and personnel rosters, updates proactively and coordinates approvals and distribution.
Plans and organizes business-related events, including client meetings, team events, and recognition functions.
Works effectively in a fast-paced, high-demand environment and adapts to changing priorities.
Performs other duties as assigned.