Senior Executive Assistant

Job Description

Summary

This position assists and supports the Accounting, Finance, and Internal Audit management team. The position relies primarily on established policies, procedures, and applicable work practices to make decisions as they apply to the job duties and responsibilities.

Scope

The purpose of this position is to perform the essential job duties for Accounting, Finance and Internal Audit management, and functions listed below with the overall objective of consistently providing top-quality, administrative support and to maintain high standards of excellence, while ensuring solid customer relationships.

Principal Job Duties & Responsibilities

• Perform a broad range of very sensitive, confidential, and proprietary administrative functions
• Administer and maintain highly confidential and specialized information utilizing an in-depth understanding of organizational policies, procedures, and operations
• Perform administrative duties to include phone coverage, meeting coordination (including catering, teleconferences, and video conferences), report preparation, presentations, composing correspondence for signature, expense reports, etc.
•Prepare Board of Directors books for applicable sub-committees in a timely fashion, including preparing agenda, rolling forward applicable files, requesting and collecting deliverables, and ultimate creation of physical board books, and posting of electronic book to Board of Directors portal.
• Coordinate global travel arrangements for maximum cost effectiveness to include processing visa applications, adhering to security travel advisories and charter travel arrangements . The preparation of travel packages include Agenda, Schedule, and Reservation details.
• Schedule appointments and coordinates officer's interface with other company organizations, clients, and external groups
• Perform general office duties to include mail distribution and creating and maintaining department files
• Assist with planning functions to include socials, vendor lunches, and specialized training
• Prepare reconciliations on monthly budget reports and purchasing cards
• Perform research on internet for business purposes
• Network with other executive assistants to strengthen relationships and ensure coverage during absences.
• Maintain compliance with all applicable policies, procedures, and global standards
• Plan, organize, and carry out assignments as directed
• Adhere to and support Fluor’s Health, Safety & Environmental and Sustainability Policies
• Effectively develop and apply the Core Skills to the job
• Meet expectations on attendance and punctuality
• Other duties as assigned

Basic Job Requirements

• Nine (9) years of related experience
• 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, including experience or the acumen to learn Board Portal, Travel Portal(s), Expense Reporting, and various other company applications necessary to fulfill a variety of administrative tasks.
• Ability to attend to detail and work in a time-conscious and time-effective manner

Working Conditions

• Indoor office workspace. This position will be 100% in-office.

Other Job Requirements

• Mentor and train subordinates assigned to designated area
• Participate in department meetings, training, and functions
• Serve as a Company representative to external clients
• Participate in Fluor University® for training and career development
• Contribute to and promote the use of Fluor’s knowledge management portals and communities

Preferred Qualifications

• Four-year college degree or equivalent appropriate General Certificates of Secondary Education or global equivalent preferred
• Four (4) years of Fluor experience
• 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
• Proficient in use of Fluor specialized software
• Previous experience with Board of Directors portals is preferred but not required
• Strong interpersonal and communication skills, both oral and written
• Strong organizational skills
• Strong leadership and decision-making skills