Senior Executive Assistant

Our client is proud to design and build projects and careers. This requires teams that are as unique as the projects we execute. We are committed to fostering a work environment that embraces Diversity, Equity, and Inclusion (DE&I) for all so our employees and stakeholders benefit from the creative solutions derived as a result of embracing differences.

Our client is looking for a Senior Executive Assistant to join their team in Irving, TX

The successful candidate will be expected to:

• 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

Basic Job Requirements:

• High school diploma
• Minimum Ten (10) years of experience as an administrative assistant
• Intermediate level expertise in Microsoft Office Suite or standard software used in word processing, creating spreadsheets and presentations, e-mail file management/storage, schedule management and database management, communication & collaboration (e.g. Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Microsoft Access, Microsoft Teams)
• Demonstrated ability to work in an atmosphere dealing with highly confidential and privileged matters
• Must be a local candidate

Other Job Requirements:

• Ability to accomplish tasks with minimal supervision
• Strong interpersonal and communication skills, both written and verbal
• Experience interfacing with various levels of management including top-level executives
• Superior organizational skills, judgment, and flexibility
• Team player
• Excellent customer service and telephone skills
• Superior follow-up and attention to detail
• Ability to work quickly, but accurately
• Excellent proofreading skills
• Demonstrated ability to multi-task, work in a fast-paced environment, and prioritize workload
• Prompt storage and retrieval of information

Preferred Qualifications:

• HR or Legal experience and Spanish fluency helpful but not required
• Secretarial/administrative assistant program certificate or certification (Certified Professional Secretary or Certified Administrative Professional)

We are an equal opportunity employer that recognizes the value of a diverse workforce. All qualified individuals will receive consideration for employment without regard to race, color, age, sex, sexual orientation, gender identity, religion, national origin, disability, or any other criteria protected by governing law.

For more information, or to apply, contact Alex Kerr at Alex.Kerr@TRSstaffing.com.