Executive Assistant / Administrator Job at Balfour Beatty in Dallas

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

Balfour Beatty Construction is seeking an Executive Assistant / Administrator to join our team in Dallas, TX. This individual will manage varied administrative departmental processing tasks and provide executive administrative support for multiple Shared Services executives. This role has a broad range of responsibilities which require superb organization, time management, proactive communication and coordination. This position will act as an extension of the Shared Services team to the broader company. Thus collaboration, professionalism and relatability are important.

Essential Functions

• Manages a multitude of departmental administrative processing tasks in support of ongoing department operations spanning Risk, Communications and Information Technology.
• Handles day-to-day departmental issues in the local office environment, troubleshoots any issues that arise and responds to support requests.
• Coordinates various departmental meetings and events including travel arrangements, meeting space reservations, attendee communications, meal ordering, material preparation, and other meeting execution responsibilities. May liaise with Administrative Assistants from other areas.
• Processes and tracks executive expense reports and departmental invoices efficiently. Assists in updating departmental budget trackers
• Assists in organizing and coordination of company-wide events and/or executive business meetings in conjunction with Senior Administrative Manager.
• Provides administrative support as needed, including data entry, basic PowerPoint formatting according to company template and brand, producing reports, tracking business and team information to ensure up-to-date information.
• Builds effective relationships with project teams, functional departments, customers, vendors, and user groups that reflect and support company core values and meet or exceed the customer's expectations.

Specific Departmental Support Overview

IT Administrative Support Responsibilities

Documentation & Reporting:

• Responsible for creating the monthly IT Status Report.
• Track IT Leadership Team (ITLT) action items and notes from bi-weekly meetings.
• Track and record monthly, quarterly, and annual audits for KPMG.

Finance & Budget Tracking:

• Process all IT invoices and track invoice coding corrections.
• Track internet circuit payments.

Logistics & Vendor Coordination:

• Serve as Cellular Admin and associated responsibilities for IT.
• Manage FedEx shipments, including packaging and labeling, as needed for IT-related shipments.

Communications Administrative Support Responsibilities

Documentation & Reporting:

• Track and manage communications metrics and provide relevant on-going reporting.

Logistics & Vendor Coordination:

• Assist with coordinating company-wide campaigns and initiatives which may include outreach to local office contacts, packaging and sending campaign tool kits.
• Serve as Shared Service business contact for all shared service employee corporate identity needs including business card ordering and other corporate stationery.

Content Management:

• Assist with article uploads to SharePoint and update company data across various platforms as needed.
• Manage company email inboxes, track issues or complaints, and oversee distribution lists.
• Assist with uploading communications assets to various platforms and systems.
• Provide support with basic PowerPoint formatting, content updates, and other basic presentation needs.

Essential Competencies

Our Values

• Create value for our internal customers and drive continuous improvement
• Demonstrate expert-level understanding of and execution in your role
• Deliver on your promises and do the right thing
• Make safety personal
• Act responsibly to protect and enhance our planet and society

Our Behaviors

• Value everyone
• Talk positively
• Collaborate relentlessly
• Encourage constantly
• Make a difference

Embrace key Balfour Beatty initiatives, like Zero Harm, Sustainability, Right to Respect and our People-First Culture, and do your part to demonstrate relentless behaviors and embed them into our culture.

This job description does not list all 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.

Working Conditions

The majority of work is completed in an office setting with intermittent sitting, standing, and walking.

Minimum Requirements

• Associate's degree plus 6-8 years of high-level office management or related work experience; or a high school diploma with 10+ years of progressive office management experience.
• Strong pro-active organizational skills, able to manage people, tools, equipment, and other resources to achieve results.
• Demonstrated willingness and ability to learn new skills and platforms and execute tasks fully.
• Demonstrated leadership abilities, able to handle challenges with composure, produce results, and collaborate with others.
• Effective communication skills to build customer-focused relationships across all organization levels.
• Strong decision-making skills based on analysis, experience, and judgment, with a track record of exceeding goals.
• Integrity in support of company values, employees, and a focus on meeting/exceeding customer requirements.
• Ability to anticipate executive management's needs and proactively execute.
• Proficiency in word processing, spreadsheet, database, and presentation software, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, MS Teams, etc.), as well as scanning and internet usage.

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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