Senior Executive Assistant

Job Description

At Fluor, a Fortune 500 company, we design and build the world's toughest projects. We provide professional and technical solutions to deliver safe, well-executed, capital-efficient engineering, procurement, and construction projects to clients globally. Fluor’s HR department is seeking a Senior Executive Assistant located in Houston, Texas.

As Senior Executive Assistant to Talent Acquisition, Mobility and Immigration teams, this position will work closely with executives, directors, and other team members, with minimum supervision.

This role will:

• Manage administrative, reporting, and coordination of items supporting Talent Acquisition and Mobility & Immigration 
• Administer and maintain highly confidential and specialized information utilizing an in-depth understanding of organizational policies, procedures, and operations
• Perform administrative duties to include calendar management, phone coverage, meeting coordination (including catering, teleconferences, and video conferences), report preparation, presentations, composing correspondence for signature, etc.
• Coordinate domestic and global travel arrangements for maximum cost effectiveness to include processing visa applications and adhering to security travel advisories
• Schedule appointments, manage multiple calendars, and coordinate executives’ interface with other company organizations, clients, and external groups across multiple time zones 
• Manage general office duties including mail distribution and phone coverage, specifically responding to Talent Acquisition related calls 
• Manage time and attendance, expense reports, invoices and ordering of supplies
• Administrative on-boarding of new employees on the team
• Create internal communications to support team appreciation and recognition (e.g., birthdays and anniversaries)
• Other duties as assigned

Basic Job Requirements

• A combination of education and directly related experience equal to seven (7) years with 5+ years of experience in administrative support in a corporate environment
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors
• Job related technical knowledge necessary to complete the job
• Ability to attend to detail and work in a time-conscious and time-effective manner
• Knowledge of Microsoft to include Word, Excel, PowerPoint, and Outlook

Other Job Requirements

• Demonstrated ability to manage calendars and coordinate meetings across several time zones 
• Experience preparing detailed expense reports 
• Advanced PowerPoint skills and experience editing presentations 
• Experience scheduling meetings and events, liaising with catering, IT, and other departments 
• Exceptional attention to detail and organization 
• Ability to work at a quick pace
• Experience with multiple platforms that support invoicing, reporting, and travel 

Preferred Qualifications

• High School Diploma or equivalent appropriate General Certificates of Secondary Education or global equivalent preferred
• Expert computer and software skills to include the use of word processing and email as well as the expert use of spreadsheets and electronic presentations
• Experience with SAP/ESS for expense reports and invoice processing 
• Experience with Amex Global Business Travel 
• Strong interpersonal and communication skills, both oral and written
• Strong leadership and decision-making skills