Executive Administrative Assistant

Balfour Beatty US is an industry-leading provider of general contracting, at-risk construction management and design-build services for public and private sector clients across the nation. Performing heavy civil and vertical construction, our teams build the unique structures and infrastructure that play an important role in how people live, work, learn and play in our communities. Our teammates have an instinctive passion for innovating that is fueled by a relentless curiosity, a drive to employ lean practices and processes and the determination to find a better way. Through Zero Harm®, we are challenging the construction industry’s assumptions about safety. We believe that no level of harm should come to anyone as a result of our business.
Consistently ranked among the nation’s largest building contractors by Engineering News-Record, our US business is a subsidiary of London-based Balfour Beatty plc (LSE: BBY).
Our Benefits
Balfour Beatty offers employees a comprehensive compensation and benefit package:
Medical, Dental, Vision and Life Insurance
Health Savings Account
401(k) with company match
Paid time off
Tuition Assistance
Employee Referral Bonus
And more!

Summary
Balfour Beatty US is seeking an executive administrative assistant. This is a full-time remote position that will report to our chief legal officer, while providing additional assistance to our chief financial officer and senior vice president of human resources.
Essential Functions
Executive & Administrative Support

• Manages and coordinates key administrative tasks (maintaining executive and department schedules, composing complex and confidential correspondence, filing, surveys, expense reports, process questions, etc.)
• Covers and screens executive phone lines; distributes messages and independently handles requests using sound judgment
• Sorts and distributes department mail
• Completes expense reports and related correspondence
• May relieve switchboard receptionist as needed
• Updates employee I.D. database regularly
• Uses company standard software to independently develop reports, presentations, spreadsheets, and correspondence
• Troubleshoots technology challenges
• Monitors and orders department supplies
• Maintains department filing systems
• Coordinates and tracks key department functions, processes, and programs
• Promotes and follows up on implementation of new department processes to ensure progress and change occur

Communication

• Composes and distributes complex correspondence and reports
• Assembles and distributes reports for internal and external customers
• Maintains departmental phone log
• May attend functions and meetings to gather and furnish information
• May receive visits or calls regarding sensitive or complicated department complaints and routes information appropriately
• Works with Administrative Assistants from other departments as needed and provides procedural guidance to administrative assistants on department practices (as applicable)

Meeting and Travel Coordination

• Assists in coordinating meetings and events, including travel arrangements, meeting space, and attendee communications
• Makes travel arrangements

Financial and Budget Assistance

• Maintains and reconciles department budget

Other duties as assigned.

Education / Certifications:
Associate’s degree required (Bachelor’s degree in Business, Management or related field preferred)
Minimum Requirements

• Strong computer skills in word processing, spreadsheet, scanning, database and presentation software.
• Demonstrates proficiency using a personal computer (PC) and company communication tools, such as email, internet, and Microsoft products (e.g., Word, Excel, Office, Outlook).

Soft Skills

• Able to anticipate executive’s needs, make decisions and resolve issues in executive’s absence.
• Able to use time effectively based on key priorities; manage multiple projects.
• Able to communicate well and create effective customer-focused relationships with all organization levels.
• Able to write clearly and concisely in a variety of communication settings and styles.
• Open to change and can learn quickly when faced with new opportunities and challenges.
• Able to make decisions under tight deadlines with composure, occasionally with incomplete information.
• Able to organize people, tools, equipment, and other resources and orchestrate multiple activities at once to accomplish desired results.
• Act in a manner of integrity that shows support for the company, its values, and the employees, while maintaining constant focus on meeting/exceeding customer requirements and expectations.

Typical Working Conditions

• Typical Physical Demands: Regularly use hands to manipulate tools, controls, phones and computer keyboard. Frequently stand, reach with hands and arms, climb, balance, and stoop. Sit and stand to do clerical work. Regularly lift and move office supplies up to 50 lbs.
• Typical Work Conditions: Work is performed in an office. Employee frequently interacts directly with community management, facilities management, residents and staff members during the workday.

Pay Rate: $52,000 - $86,736.*

• This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee's pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, any collective bargaining agreements, and business or organizational needs. No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, or any other form of compensation that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company's sole discretion, consistent with the law.

This job description does not list all of the responsibilities of the job. Incumbents may be asked to perform other functions. Incumbents will be evaluated in part based upon their performance of the responsibilities listed in this description.
The Company has the right to revise the job description at any time. The job description is not a contract for employment and either you or the Company may terminate employment at any time, with or without cause, with or without notice (subject to applicable laws)

Balfour Beatty is an equal opportunity employer that recognizes the value of a diverse workforce. All qualified individuals will receive consideration for employment without regard to race, color, age, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, genetic information, or any other criteria protected by federal, state or local law.