[Hiring] Executive Assistant @Bentley Systems

Role Description

As an Executive Assistant, you support the E&V leadership team to drive a high-performing organization. You will proactively provide operational support (primarily administrative but potentially bridging to include program management support) to senior executives and directors, enabling them to keep on top of their demanding schedules. You will support key operational rhythms, business processes, and procedures and support the E&V business and leadership enabling seamless execution. As this position is meant to support the collective leadership team, this role will report to the Senior Director, Programs and Operations.

• Managing the individual senior leadership agendas considering organizational and cross-group schedules and commitments.
• Coordinating all meetings across global time zones with diplomacy and discretion, including making calendar decisions on their behalf.
• Finding and supporting efficient ways to help maximize E&V leadership’s time and ensure they are prepared for upcoming meetings, presentations, and projects by gathering necessary materials.
• Coordinating advanced domestic and complex international travel (flights, hotel, rental cars, etc.) with multiple connections and countries.
• Producing high-quality emails and messages to individuals at all levels of the organization.
• Supporting and facilitating meetings such as All Hands Meetings, (Quarterly) Business Reviews, and Leadership Meetings.
• Taking minutes of meetings, identifying key action items, and following up with relevant parties to ensure execution to the deadline.
• Coordinating procurement activities, managing departmental purchase requests, and following up on notifications and approvals on behalf of executives.
• Administrative and project duties, such as ensuring the correctness of organizational information in internal systems.

Qualifications

• 2-5 years relevant experience providing operational support for senior leadership (required) with a preference for those candidates who have supported M&A activities.
• Accustomed to maintaining confidentiality, showing discretion, and protecting information.
• Experience performing administrative work that requires analysis, initiative, and discretion.
• Excellent at building and maintaining relationships internally and externally at all levels within the organization.
• Strong desire and commitment to achieve operational excellence and adaptability in response to changing priorities and needs.
• Solid Time Management and Organization skills.
• Excellent communication and interpersonal skills.
• Experience in global and national travel arrangements.
• Experience with executive-level calendar management.
• Process improvement, problem-solving skills, and use of initiative and creativity.
• Advanced Microsoft Office - Outlook, Microsoft Word, Excel, PowerPoint, SharePoint, (Visio).
• Proficient with travel booking and travel expense system(s).
• Board pack production and distribution.
• Project Management skills and Research capabilities.
• Strong multi-tasker with an appreciation for the challenges of supporting a growing team with diverse personalities in a remote working environment.
• Ability to prioritize and handle multiple assignments at any given time while anticipating the needs of others.
• Ability to work seamlessly with others in a team.
• Work effectively under pressure & manage conflicting priorities.
• Accurate minute-taking and production of minutes.
• High attention to detail.
• Managing, coordinating, and facilitating events/ meetings.

Benefits

• A great Team and culture.
• An exciting career as an integral part of a world-leading software company providing solutions for architecture, engineering, and construction.
• An attractive salary and benefits package.
• A commitment to inclusion, belonging and colleague wellbeing through global initiatives and resource groups.
• A company committed to making a real difference by advancing the world’s infrastructure for better quality of life.