Sr. Admin/Executive Assistant

2 weeks ago

Sugar Land, United States Fluor Corporation Full time

Job Description

Position will be located in-office in Houston Texas, or Greenville, South Carolina.

Fluor, a Fortune 500 company, is one of the largest professional services firms, providing engineering, procurement, construction, fabrication and modularization, commissioning and maintenance, as well as project management services, on a global basis. It is also listed on the Fortune magazine's World's Most Admired Companies list in the Engineering Construction industry category. Fluor is currently seeking an Executive Assistant in our Legal Department, who will be working in-person at the Houston office or the Greenville office. The role will provide support and assistance for multiple attorneys, including company executives. Responsibilities for this position will include the following.

* Be highly connected to attorneys' activities and display initiative to be proactive and anticipate their needs
* Handle very sensitive, confidential, and proprietary matters on a routine basis with discretion
* Handle administrative duties with minimal supervision such as managing schedules, covering telephones, coordinating meetings (teleconferences, video teleconferences, and webinars), preparing reports, presentations, and expense reports in compliance with Fluor's travel policies, reconciling company issued credit card accounts, etc.
* Perform general office duties including faxing, making copies, filing, distributing mail and ordering supplies
* Create and edit legal documents and general correspondence
* Refer and handle matters requiring attention in the attorneys' absence
* Prepare and maintain files and various legal databases
* Assist with the company's e-billing processes and with processing external counsel invoices
* Enter time sheet information and prepare billable hour report
* Coordinate global travel arrangements including making airline, hotel and car arrangements, monitoring travel and updating traveler with any changes, processing visa applications and adhering to security travel advisories
* Use the internet for research and business purposes
* Network with other executive assistants to strengthen relationships and leverage knowledge of company processes and practices
* Other duties as assigned

Preferred Qualifications

* High School Diploma or equivalent appropriate General Certificates of Secondary Education or global equivalent preferred
* HR or In-House/Law Firm experience helpful
* Secretarial program certificate
* 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
* Strong interpersonal and communication skills, both oral and written
* Strong organizational skills

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