Administrative and Operations Assistant job at Bechtel in Reston, VA

Title: Administrative & Operations Assistant, CA&M Location: Reston, VA, US, 20190 Hybrid Department: Corporate & Shared Services Job Description: Relocation Authorized: None Telework Type: Part-Time Telework Work Location: Reston, VA Extraordinary teams building inspiring projects: Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place. Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report. Job Summary: Bechtel’s fast-paced Corporate Affairs & Marketing team is seeking a highly motivated Executive Assistant to support the Global Head of Corporate Affairs & Marketing. This role is primarily responsible for managing complex schedules, budgets, and administrative priorities. A successful candidate will demonstrate strong judgment and discretion and be a critical thinker, strong communicator, highly organized, and detail-oriented, with a passion for ensuring leaders and teams have the tools, resources, and support they need to succeed. Experience supporting senior executives is preferred. Major Responsibilities: Executive calendar management Manage and coordinate a complex executive calendar, resolving conflicts and prioritizing meetings as appropriate Maintain long-term planning calendars across current and future years Budget management Support the Corporate Affairs & Marketing overhead budget, including tracking, forecasting, cost analysis, and reconciliation Partner with finance and procurement teams on approvals, reporting, and compliance Maintain accurate financial records and support leadership decision-making Administrative support Draft correspondence, meeting notes, and readouts as needed Prepare and distribute meeting agendas, materials, and minutes Maintain and update distribution lists, organization charts, and internal documentation Classify, file, and manage correspondence and records in accordance with company procedures Meetings, events, and visitors Receive and screen phone calls and visitors, directing them appropriately Coordinate internal and external meetings, including facilities, equipment, conference services, and catering Manage visitor coordination, including welcoming and escorting guests and arranging temporary workspace Travel and logistics Coordinate domestic and international travel arrangements, including itineraries and real-time adjustments Complete expense reports following travel and ensure timely submission Education and Experience Requirements: Bachelor’s degree (or international equivalent) and 5–8 years of relevant experience, or 9–12 years of relevant experience in lieu of a degree Minimum of 5 years of administrative experience and/or advanced coursework requiring strong writing skills Demonstrated ability to maintain confidentiality of the strictest nature Required Knowledge and Skills: Proven experience managing executive calendars and coordinating complex schedules Experience supporting budgets, financial reporting, and cost performance (including overhead, ODCs, and core accounts) Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook Strong writing, editing, proofreading, and composition skills Experience preparing meeting minutes and coordinating high-level meetings Advanced skills in domestic and international travel coordination Understanding of print, broadcast, and online media environments is a plus Accept performance-based feedback and adapt quickly to evolving priorities Work effectively under pressure and flex schedules, as needed, to support timely deliverables Perform other duties as assigned Professional attributes Exceptional attention to detail and ability to juggle competing priorities under tight deadlines Strong organizational skills with consistent follow-through Ability to work collaboratively and professionally across all levels of the organization Calm, professional demeanor in fast-paced, high-pressure environments Flexible, team-oriented mindset with strong interpersonal and communication skills Total Rewards/Benefits: For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Diverse teams build the extraordinary: As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent. We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to [email protected]