Executive Administrative Assistant Job at Balfour Beatty in El Segundo

Become Part of Our Team

As an industry leader Balfour Beatty offers employees a comprehensive benefits package with competitive salaries and more including:

• Medical, Dental, Vision and Life Insurance
• Health Savings Account
• 401(k) with company match
• Flexible Spending Accounts (Dependent & Medical Reimbursement)
• Vacation Time
• Sick Time
• Holidays
• Paid Volunteer time
• Tuition Assistance
• Employee Referral Bonus

Summary

Provide high-level organization and administrative support to Division President.

Essential Functions

• Manages and coordinates key administrative tasks, including but not limited to:
  • Calendar Management & Meeting Coordination: Scheduling meetings, sending invitations, and ensuring all necessary materials are gathered beforehand. Help with rescheduling when priorities shift.
  • Process executive expense reports including assembling required support documents, filling out company required forms if receipts are unavailable, requesting approvals and submitting in a timely manner.
  • Travel Arrangements: Booking flights, accommodations, and preparing travel itineraries in accordance with requested priorities.
  • Event Planning: Organizing company events, executive retreats, and important meetings, including coordinating logistics and managing guest lists.
  • May work with Administrative Assistants from other areas across the business.
  • Use company standard software to independently develop reports, presentations, spreadsheets and correspondence as requested. Assemble and distribute reports for internal and external customers.
  • Liaison and Gatekeeping: Acting as a point of contact between you and the rest of the organization or external stakeholders, maintaining confidentiality and professionalism.
  • Document and Report Preparation: Assisting in creating presentations, compiling data into reports, and preparing briefing documents.
  • Task Delegation and Follow-ups: Overseeing tasks delegated to other team members or departments and following up on completion.
  • Research and Briefing Preparation: Gathering data and preparing brief summaries on key topics or projects to keep you informed.
  • Errand running, as needed, including but not limited to driving, picking up or delivering items, etc..
  • May require travel to other area offices / locations.
  • Maintain confidentiality with sensitive or proprietary information.

• Office Support and general tasks, including but not limited to:
  • Serve as LA-based Notary Public.
  • Sort and distribute mail as needed
  • Cover and screen executive phone line as applies, distribute messages and exercise judgment in independently handling requests as appropriate.
  • Monitor and orders supplies, etc.
  • Participates in company and Divisional training and seminars as applicable.
  • Participates in company events.

Working Conditions

• The majority of work is completed in an office setting.

Education, Experience and Knowledge

• 4-6 years providing high level administrative support to executive management; or high school diploma plus 8 years of equivalent work experience in an office management setting.
• Must be an active California notary public.
• Proactive Approach: Able to anticipate executive's needs and problems before they arise. Make decisions and facilitate resolution of issues in executive's absence.
• Self-motivated and use time effectively based on key priorities; manage and prioritize multiple projects.
• Communicate well and create effective customer-focused relationships with all organization levels. Excellent verbal and written communication skills are crucial for effectively liaising with team members and external parties.
• Write clearly and concisely in a variety of communication settings and styles.
• Flexible and learn quickly when faced with new opportunities and challenges. Must be willing and able to quickly adapt to changes including priorities, schedules, events, etc.
• 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.
• Detail-Oriented: Must be able to catch small details to ensure nothing slips through the cracks.
• Tech-Savvy: Knowledge of digital tools for scheduling, project management, and communication, such as Outlook, Microsoft Teams, or similar platforms. Must be skilled in Microsoft 365.
• Adaptable and Calm Under Pressure: A key trait for handling unexpected challenges and last-minute changes to the schedule.
• Trustworthiness and Discretion: will likely be privy to confidential information, so trust is paramount.
• Problem-Solving Ability: should have the capacity to take the initiative and solve issues independently without needing constant supervision.
• Organizational Skills: Excel at keeping track of multiple priorities and timelines.
• Positive Attitude and Professionalism: An enthusiastic attitude and a professional demeanor.

Location: El Segundo, CA

Salary Range: $75,000 - $90,000

About us

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).

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.

Accessibility:If you need an accommodation as part of the employment process, please contact Human Resources at:

Phone: (214) 468-4700

Email:BBTalent@balfourbeattyus.com

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

View your Equal Employment Opportunity rights under the law:

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