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Req Id : 100365

Job Title : Executive Support Specialist

Business Unit sector : IDB-BVOPS-OPTIMIZATION/ADMIN

Department: BVIDB BV OPS ADMINISTRATIVE

Work Location : AEDUBAI

Opportunity Type : Staff

Relocation eligible : No

Full time/Part time : Full-Time

Contract Hire Only for this Project: No

Recruiter : Sanatkumar Behera

Job Summary

Works under general direction of top management (Chief Executive Officer or Division President). To provide administrative support services and perform broad range of administrative functions based upon understanding of company policy, manager\'s views and philosophy. Deals with matters of the highest confidential nature that involve strategic operations, legal or financial issues, requiring utmost diplomacy and sensitivity. Duties and tasks are non-routine, requiring substantial and regular independent judgment. Possesses thorough knowledge of workgroup\'s policies and procedures, as well as in-depth understanding of company policies and processes. Frequently interacts with upper management within and outside their workgroup. Exchanges information with key external contacts, such as board members, financial stakeholders, and outside consultants.

Key Responsibilities

• Organizes flow of administrative work through supervisor\'s office
• Organizes and prioritizes activities for manager(s), including controlling access to manager\'s calendar
• Maintains manager\'s or work group\'s calendar
• Acts as manager\'s delegate in assigned areas
• Screens and responds to telephone and email inquiries, as well as written correspondence, on behalf of manager
• Plans and arranges meetings, travel, and events, and coordinates applying for international travel documents
• Initiates or composes various documents including correspondence, reports and presentations requiring knowledge of manager\'s views, philosophy, and some understanding of technical matters
• Researches, analyzes and summarizes information
• Participates in developing, administering and communicating policies and procedures
• Serves as a resource to others in the resolution of problems and issues
• Refers the most complex issues to management
• Contributes to the development of other department or company initiatives
• Generates or distributes ad hoc reports using various business systems and databases
• Generates simple to complex documents, such as letters, memos, spreadsheets and presentations
• Creates expense reports
• May coordinate completion of timesheets
• Reviews and approves timesheets
• May code, route, and track invoices
• May review expense reports for compliance
• May verify accuracy of invoices prior to approval
• Performs other general clerical duties as needed
• Acts in capacity of a "lead person"
• Does not have management responsibility for the people to whom they provide work direction

Management Responsibilities

Acts in capacity of a "lead person." Does not have management responsibility for the people to whom they provide work direction.

Preferred Qualifications

• 10+ years relevant experience preferred
• High School Diploma or equivalent preferred
• Preferred Skills: . Advanced MS Word skills .
• Advanced MS Excel and PowerPoint skills .
• Advanced MS Outlook skills .
• Spelling and grammar skills .
• Concentration and cognitive skills .
• Initiative . Interpersonal skills .
• Attention to detail and reading comprehension .
• Communication skills, including verbal and written skills . .
• Ethics and values .
• Integrity and trust .
• Ability to make decisions .
• Ability to prioritize .
• Problem-solving ability .
• Expense Reporting Systems (Creating) .
• Expense Reporting Policies
• Procedures (Reviewing and approving) .
• Time Reporting Policies
• Procedures . Time Reporting Systems .
• PeopleSoft
• Blueprint
• Intermediate Users . Human Resource Information System (PeopleSoft and Blueprint--Advanced and Reporting) .
• Travel Systems . StafTrak .
• Telephony and Web conferencing .
• Electronic Repository Systems .
• Financial Information Systems

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.

Certifications

Work Environment/Physical Demands

Normal office environment. Extended periods of monitor viewing. Stooping, crouching, talking, grasping, hearing, keyboard input, turning pages, typing and writing. Ability to exert up to 10 pounds of force occasionally or a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects. Work involves sitting for extended periods of time.

Competencies

Customer focus

Salary Plan

ADO: Administrative Services

Job Grade

007

Black & Veatch Holding Company, its subsidiaries and its affiliated companies, complies with all Equal Employment Opportunity (EEO) affirmative action laws and regulations. Black & Veatch does not discriminate on the basis of age, race, religion, color, sex, national origin, marital status, genetic information, sexual orientation, gender Identity and expression, disability, veteran status, pregnancy status or other status protected by law.

Black & Veatch is committed to being an employer of choice by creating a valuable work experience that keeps our people engaged, productive, safe and healthy. We offer professionals an array of health and welfare benefits that vary based on their geographic region and employment status. This may include health, life accident and disability insurances, paid time off, financial programs and more. Professionals may also be eligible for a performance-based bonus program.

By valuing diverse voices and perspectives, we cultivate an authentically inclusive environment for professionals and are able to provide innovative and effective solutions for clients.

Black & Veatch