Executive Assistant

Date: Jul 11, 2024

Location: NL GB ES Mafra, 2640, PT Remote, IT

Company: Bentley Systems

Executive Assistant



Location: Netherlands, United Kingdom, Portugal, Spain, Italy 



Position Summary:


Are you ready to start a new journey with a team of energized professionals advancing and connecting the world’s infrastructure? Bentley is looking for you!


Our corporate purpose is to advance the world’s infrastructure for better quality of life. We empower people to design, build, and operate a better and more resilient infrastructure through the adoption of our digital twin solutions. The E&V team delivers the Bentley Partner Program (supporting a diverse and vibrant ecosystem of digital solutions required to support our users’ needs), makes investments, and facilitates acquisitions through the Ventures team, all as supported by a robust Shared Services organization.


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.



We will rely on you for the following:


  • Managing the individual senior leadership agendas considering organizational and cross-group schedules and commitments as and when required. Coordinating all meetings across global time zones with diplomacy and discretion including making calendar decisions on their behalf to effectively prioritize their time and resources. 
  • 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 liaising with Navan and the Bentley Travel team. This includes an advanced understanding of travel visas, documentation, and expense reconciliation.
  • 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; coordinating (guest) speakers/ presenters and attendees; and coordinating presentations for internal and external audiences
  • As and when required, 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.



What You Bring to The Team:


  • 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.



What We Offer:


  • A great Team and culture – please see our Recruitment Video.
  • An exciting career as an integral part of a world-leading software company providing solutions for architecture, engineering, and construction.
  • Competitive Salary and benefits.
  • The opportunity to work within a global and diverse international team.
  • A supportive and collaborative environment.
  • Colleague Recognition Awards.


About Bentley Systems:


Bentley Systems (Nasdaq: BSY) is the infrastructure engineering software company. We provide innovative software to advance the world’s infrastructure – sustaining both the global economy and environment. Our industry-leading software solutions are used by professionals, and organizations of every size, for the design, construction, and operations of roads and bridges, rail and transit, water and wastewater, public works and utilities, buildings and campuses, mining, and industrial facilities. Our offerings, powered by the iTwin Platform for infrastructure digital twins, include MicroStation and Bentley Open applications for modeling and simulation, Seequent’s software for geoprofessionals, and Bentley Infrastructure Cloud encompassing ProjectWise for project delivery, SYNCHRO for construction management, and AssetWise for asset operations. Bentley Systems’ 5,200 colleagues generate annual revenues of more than $1 billion in 194 countries.



Equal Opportunity Employer:


Bentley is proud to be an equal opportunity employer and considers for employment all qualified applicants without regard to race, color, gender/gender identity, sexual orientation, disability, marital status, religion/belief, national origin, caste, age, or any other characteristic protected by local law or unrelated to job qualifications.

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