Executive Support Specialist- Chief of Staff

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 Administrative Support Specialist provides high level executive and operational support to the Chief of Staff and the Office of the CEO. This stand alone role ensures the smooth execution of administrative, coordination, communication, and operational activities that support enterprise wide priorities. The position works in close partnership with the CEO Executive Administrative Assistant and serves as backup support when needed while maintaining independent ownership of COS aligned responsibilities.

This role builds on the Executive Administrative Support Specialist structure with added emphasis on strategic coordination, proactive information flow, operational excellence, and executive readiness.

Key Responsibilities

Executive Support for the Chief of Staff

• Manage complex scheduling, prioritization of time, and proactive preparation for meetings, briefings, and executive commitments. 
• Draft correspondence, presentations, talking points, and leadership materials for COS and other business leadership use.
• Coordinate communication flow, ensuring the COS is informed and prepared for enterprise level decision making
• Maintain awareness of organizational dynamics, enterprise priorities, and operating rhythms to anticipate needs.

Operational Support for the CEO Office

• Partner with the CEO Executive Administrative Assistant to ensure seamless coordination, coverage, and alignment within the CEO Office. 
• Provide backup executive support for the CEO during EA absences or peak workload periods.
• Assist with scheduling, invitations, materials, and coordination for internal events sponsored or supported by the Chief of Staff, including leadership meetings, town halls, and culture building activities, in partnership with the Events Team. 
• Provide administrative support or assistance for run of show items, preparation materials, and communication alignment for COS connected internal events. 

Scheduling & Event Coordination

• Coordinate meeting logistics, agendas, pre reads, and follow up actions for COS led or COS supported meetings.
• Support coordination of interview panels, leadership sessions, and departmental events. 
• Anticipate conflicts and ensure leaders are fully prepared.
• Assist with Enterprise Internal Events and programs when needed.

Travel & Expense Management

• Manage travel arrangements, itineraries, accommodations, and executive transportation needs.
• Process expenses accurately and promptly.

Executive Communications & Information Flow

• Facilitate communication between the CEO Office, Operations, HR, Communications, and Business Leadership.
• Maintain strict confidentiality in handling sensitive and executive level information.  
• Ensure the COS receives accurate, timely, decision ready information.
• Demonstrated organizational awareness and interpersonal savvy, including the ability to recognize context, navigate complex stakeholder environments, and adjust communications accordingly.

Cross Team Administrative Support

• Provide continuity of administrative support during leadership absences or surges in workload.
• Work and collaborate with Administrative teams when needed for onboarding, best practices and procedures and organization wide administrative coverage.

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

Education

• Bachelor’s degree in Business Administration, HR, Communications, or related field preferred.

Technical Skills

• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams) including experience creating slide decks and documents for executive presentations.
  Experience with Concur and enterprise timekeeping systems (ETS). 

Professional Skills

• 3–5+ years of executive administrative support experience, ideally with C suite or senior leadership exposure OR similar equivalent experience.
• Strong organizational skills with the ability to manage competing priorities in a fast paced environment.
• Excellent written and verbal communication skills with executive presence.
• High level of confidentiality, professionalism, and sound judgment.
• Strong attention to detail, accuracy, and proactive problem solving.
• Ability to navigate ambiguity, adapt quickly, and operate with agility.
• Willingness to contribute and collaborate on projects, tasks, or initiatives for the broader team and organization.

Work Environment/Physical Demands

• Typical office environment
• Hybrid or flexible work options may be offered after the first 90 days of employment based upon manager discretion, job performance and work assignments.

Salary Plan

Job Grade