Executive Administrative Support Specialist

Why Black and Veatch

Black & Veatch allows you to lend your talent and perspective to humanity’s biggest challenges in a flexible environment where you are empowered to grow and explore new possibilities. We offer competitive compensation; 401K match and benefits that start day 1. 
 
At Black & Veatch, you own your career with purpose and meaning. You are empowered to grow and explore new possibilities at every step of your career journey. Bring your big ideas knowing you are safe to be who you are and speak up with concerns or questions and put your diverse talents and perspectives to use.

The Opportunity

The Executive Support role will be modeled on the existing Executive Administrative Assistant position, with added emphasis on automation and innovation. This role will report directly to the CEO Chief of Staff. It will work in close collaboration with the CEO Executive Administrative Assistant to ensure seamless support and coverage. 

The Team

Black & Veatch’s Business Enablement consists of critical groups that help enable the organizations people, projects, and businesses to be as successful as possible. Functions in this group include Digital & Information Technology, Global Finance, Global Human Resources, Legal, Risk Management, and Government Affairs and Real Estate and Building Services. 

Key Responsibilities

• Organizing and prioritizing administrative workflows for the Chief of Staff 
• Managing calendars, meetings, travel arrangements, and international documentation 
• Screening and responding to communications on behalf of executives 
• Preparing reports, presentations, and comms aligned with executive tone and priorities 
• Supporting expense reporting, invoice tracking, and document management 
• Acting as a delegate in assigned areas and serving as a backup to the CEO Executive Admin 
• Researching, analyzing, and summarizing information for decision-making 
• Supporting policy development and internal communications 
• Identifying and implementing AI tools to automate repetitive tasks such as: 
  • Document generation and formatting 
  • Meeting scheduling and follow-ups 
  • Email triage and response drafting 
  • Data entry and report generation 
• Serving as a resource for troubleshooting and resolving operational issues 
• Contributing to department and company-wide initiatives 

Management Responsibilities

Minimum Qualifications

• Advanced spreadsheet and word processing skills needed
• All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Preferred Qualifications

• Bachelor’s degree in Business Administration or a related field preferred. 
• Minimum of 3-5 years of experience in an administrative or executive support role
• Proven experience in an administrative or executive support role, preferably within a fast-paced or HR environment. 
• Excellent organizational and time management skills, with the ability to manage multiple tasks and priorities effectively. 
• Strong communication and interpersonal skills, capable of interacting with executives and team members at all levels. 
• High level of professionalism and confidentiality. 
• Flexibility and agility in tasks, assignments and workload. 
• Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Attention to detail and a high level of accuracy in all tasks. 
• Ability to handle sensitive and confidential information with discretion. 
• Flexibility and adaptability to respond to changing demands and priorities. 
• Proficiency in Concur travel system and employee timekeeping systems. 
• Ability to create slide decks and executive presentations in Powerpoint or Word. 

Work Environment/Physical Demands

• Hybrid or flexible work options may be offered after the first 90 days of employment based upon manager discretion, job performance and work assignments.
• Normal office environment. Extended periods of monitor viewing. Stooping, crouching, talking, grasping, hearing, keyboard input, turning pages, typing and writing. Ability to exert up to 10 pounds of force occasionally or a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects. Work involves sitting for extended periods of time.

Salary Plan

Job Grade