HNTB Executive Assistant in Arlington, Virginia
What We're Looking For
The time is right to join HNTB! We are seeking an Executive Assistant who can work under limited supervision and provides administrative support to a Corporate President. This person uses judgment and discretion to perform duties which often includes handling confidential information. Administrative functions may include managing calendars, coordinating meetings, making travel arrangements, handling correspondence, compiling data and preparing reports. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.
Preferred Qualifications and Skills:
Ability to maintain confidentiality.
Planning, time management, and organizational skills.
Ability to balance multiple tasks and changing priorities.
Attention to detail.
Demonstrated ability to compose, edit, and proof read written documents (routine letters, business correspondence and reports of varying complexity).
What You'll Need
Manages complex calendar(s), and schedules appointments, meetings and travel. Assists with meeting space selection, site selection, lodging, audio visual equipment, group transportation, invitations, food/beverage selections, room set-up, and preparation and coordination of all meeting materials. Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.
Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the executive. Sorts and distributes incoming mail and prepares outgoing mail. Independently composes and types correspondence for executive review. Routes or answers routine correspondence not requiring manager’s attention.
Furnishes, obtains, and interprets technical and confidential information from other executives or outside representatives. Communicates and coordinates executive’s requirements and instructions with individuals at various organizational levels and ensures follow-up action.
Prepares moderately complex reports, gathering and summarizing data utilizing firm applications (e.g., Data Query, Budget system) and various Microsoft Office software (e.g., Word, Excel, PowerPoint, Access, Visio).
Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures. Follows up on pending matters as needed.
Prepares and submits expense reports on behalf of the executive, maintaining or securing supporting documentation and ensuring accurate coding expense items.
Performs other duties as assigned.
High School Diploma/GED or equivalent
6 years related administrative experience
For more than a century, HNTB has helped deliver infrastructure solutions that best meet the unique needs of our clients. With client relationships spanning decades, we understand infrastructure life cycles and have the perspective to solve technical challenges with clarity and imagination. We are far more than a design firm. We see and help address far-reaching issues of financing, legislation, design, construction, community outreach and ongoing operations. As employee-owners committed to the highest levels of performance, we enable clients to achieve their goals and inspiring visions.
Just like we are committed to delivering for our clients, HNTB is also committed to delivering for you by offering benefits to protect the health of you and your family, help you balance family and career, and build your savings for retirement. Learn more at https://www.myhntbtotalrewards.com/en/public/
HNTB Corporation is an Affirmative Action and Equal Opportunity Employer, Minority/Female/Disabled/Veteran.
The HNTB Companies are an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, sex, national origin, age, disability, pregnancy status, sexual orientation, gender identity, veteran status, marital status, genetic information, citizenship status, or other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law). We will provide reasonable accommodation for qualified individual with a disability where appropriate.