Executive Assistant, Infrastructure Policy Advancement

Executive Assistant, Infrastructure Policy Advancement

Location: Home-Based/Hybrid/Office-Based, US (EST preferred)

Position Summary:

The Executive Assistant for the Infrastructure Policy Advancement (IPA) will be responsible for ensuring the seamless and efficient operation of the IPA team, supporting team output by managing communications, event coordination, project management activities, and administration. A key aspect of this role involves supporting team members across multiple regions and time zones, requiring excellent coordination and communication skills to ensure seamless collaboration globally. The successful candidate will thrive in a dynamic, fast-paced environment and bring a global mindset, balancing the needs of team members and stakeholders from diverse backgrounds and regions.

Day-to-Day:

Team Support

• Provide comprehensive administrative support to the department, ensuring team members across all regions receive the necessary tools and resources to perform their roles effectively.
• Coordinate and communicate travel, meetings, and schedules with senior team members, accommodating the diverse schedules of a globally dispersed team.
• Facilitate the onboarding of new team members located in various regions, ensuring a consistent and supportive experience regardless of location or time zone.
• Cultivate a collaborative and supporting team environment. Lead initiatives that foster well-being and promote mental health.

Project Management

• Oversee the organization and documentation of global projects, providing administrative support to ensure all stakeholders remain informed and aligned, including support for Bentley’s flagship Transforming Infrastructure Performance Summit.
• Facilitate regular project meetings across different time zones, ensuring progress is tracked and communicated effectively.
• Work closely with project leads to ensure that projects are delivered on time, within scope, and to the expected standard, maintaining alignment with business strategy.

Communications Management

• Lead the creation and distribution of internal newsletters, weekly updates to departmental leadership and monthly PMI reporting, ensuring deadlines are met and communications are of a high quality.
• Act as the IPA team focal point for all marketing and communications. Cultivate a strong working relationship with Bentley’s marketing and communications team, ensuring messaging is coordinated and key stakeholders are consulted and apprised of all IPA marketing and communications initiatives.
• Plan and execute IPA external communications, including social media updates about departmental projects and events, ensuring a cohesive message that reflects the company’s global messaging.

Event Management

• Provide administrative and logistical support for department-hosted events, from quarterly Twin Talks events to the Transforming Infrastructure Performance Summit, coordinating across different time zones.
• Support IPA team members to coordinate the production of the Transforming Infrastructure Performance booklet after each summit.
• Ensure seamless collaboration with international venues, speakers, and participants, adapting to regional requirements and preferences.
• Manage event budgets and track performance metrics, with a focus on delivering high-impact events that align with business objectives.

Process and Systems Enhancement

• Identify opportunities to enhance workflows and systems that account for the needs and working preferences of the team.
• Implement process improvements that promote efficiency, foster team cohesion, and improve deliverable outputs, particularly in the context of cross-regional collaboration.
• Ensure new systems and processes are well-integrated and accessible to all team members.
• Manage the team’s budget, purchase orders and management of contracts with external vendors

Global Coordination

• Act as a central point of contact for team members in different regions, ensuring that time zone differences are respected in scheduling meetings and deadlines.
• Build and maintain relationships with global stakeholders, balancing local needs with Bentley’s broader global objectives.
• Lead efforts to align the department’s work across the company by liaising cross-departmentally.

What You Bring to the Team:

• Bachelor’s degree in Business, Communications, Project Management, a related field, or relevant training and experience is preferred.
• A minimum of 5 years of experience in business unit management or a similar role, ideally within a global organization.
• Proven experience managing communications, events, and project coordination in a global context.
• Strong organizational and project management skills, with the ability to manage multiple projects across different time zones.
• Excellent communication and interpersonal skills, with the ability to navigate and support cross-cultural interactions.
• Demonstrated ability to lead process improvements and manage change in a global, distributed team.
• Proficiency in digital tools for global project management, communications, and event coordination (e.g., Microsoft Office Suite, project management software, intranet).
• Experience working in the infrastructure sector is preferred.
• This is a full-time role expected to work 40 hours per week, home-based, hybrid, or office-based in the US.
• Requires sitting or standing at will while performing work on a computer (or any other physical requirements). The role requires communication with managers, peers, and other colleagues of the company in person (on occasion), and by utilizing Microsoft Teams chat, calling, and meeting functions.
• Travel for this role is up to 20%.

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 diversely 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.
www.bentley.com

Equal Opportunity Employer:

Bentley is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, sex, sexual orientation, gender identity, disability, pregnancy, protected veteran status, religion, national origin, age, genetic information or any other protected characteristic. This commitment extends to all aspects of employment, including, but not limited to, hiring, placement, promotion, compensation, and training. Know Your Rights as an applicant under the law.

Bentley Policy on EEO, Affirmative Action and Pay Transparency Non-Discrimination

Bentley participates in e-Verify / Bentley participate in e-Verify / Right to Work Notice

Request an Accommodation:

As an Equal Opportunity Employer, Bentley is committed to providing reasonable accommodations to applicants with disabilities. We encourage you to request a reasonable accommodation if you are not able to fully use or access our online application system. You can make an accommodation request by calling 610-458-5000 or sending us an email at work@tuhustle.com