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Administrative Assistant

Requisition ID:  230409

Multi-year UK nuclear infrastructure program for which Bechtel will provide PMO (including Project, Engineering, Commercial and Construction Management) services. This program involves a multi—billion investment in nuclear and non-nuclear facilities.

 

The job is likely to be executed through an NEC3/NEC4 target cost reimbursable/incentive fee contract.

 

Role Overview:

 

Works independently to provide administrative support of a responsible and confidential nature to assist senior management. Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Anticipates changing priorities and pro-actively works to resolve issues. Relieves senior managers of daily work activities through the handing and referral of action items. Involved in matters of a highly sensitive and confidential nature. 

 

Job duties and responsibilities may include, but are not limited to:

 

  • Screens phone calls and visitors; completes some business independently, refers some to other staff, forwards the most important to senior management, and follows up to ensure the appropriate action has been taken. Acts as a liaison between senior manager and staff in coordinating internal company business affairs.
  • Keeps abreast of key issues, commitments, and priorities.  Often researches information and compiles summary reports. 
  • Reviews accuracy and format of outgoing documents which require the senior manager’s signature.
  • Drafts correspondence for senior manager review and signature, as determined appropriate.
  • Distributes correspondence electronically on behalf of the senior manager to the client including prime contract correspondence and deliverables.
  • Reviews and distributes incoming hard copy and electronic mail.  Responds independently to mail not requiring the senior manager’s attention.  Forwards some to department heads and follows up to ensure the appropriate action has been taken.
  • Independently maintains an electronic calendar for the senior management team.
  • Coordinates complex travel plans, passports and visas.  This includes preparing detailed itineraries for both international and domestic travel.  The travelers may be in different offices and time zones. 
  • Completes expense reports on behalf of management utilizing the Concur system.
  • Completes expense reports utilizing the Concur system and reconciles expenses against the monthly corporate credit card statement for catering arrangements and other miscellaneous purchases through the month on own PCard.
  • Coordinates and organizes meetings (on and off site), conference calls and video conferences, arranges for facilities, equipment, and catering.  This includes preparation and distribution of notices, agendas, information packets, and meeting minutes.
  • Determines action on important or emergent matters or knows the person to contact in the manager's absence.  Maintains a file of important matters for the senior manager’s attention and communicates as needed or upon return.
  • Prepares and submits monthly mileage reports for the management team.
  • Coordinates and/or personally handles requests from customers, managers, and project team.
  • Responsible for the handling confidential personnel files.
  • Provide timecard input or approval as a proxy.
  • Coordinates special activities and programs, which may include training activities. 
  • Adapts the implementation of standard project office procedures and of filing and record-keeping systems to meet the need of the management team.  
  • Plans, prepares and organizes social outings or banqueting functions for client meetings, Bechtel Leadership visits and awards luncheons.
  • Prepare and proofread standard forms, correspondence, and reports. Assemble, copy, and distribute documentation packages. 
  • May coordinate project space requirements, equipment, and supplies with office facility staff.
  • Understands and works efficiently within SharePoint sites to update, review, revise and manage content.
  • Participates in the development, editing, or updating of presentations.
  • Maintains Project organization charts.  Uses initiative to update when information changes and distribute as needed. Works in collaboration with the Project Controls Staffing plan and HR teams.
  • Orders office supplies and reconcile PCard for payment. 
  • Independently anticipates problems and changing priorities and take appropriate action to adapt schedules and commitments accordingly.
  • Assists with on-boarding tasks for the senior manager’s new direct reports as needed. 
  • Assists with special projects, as required.
  • Must be willing and able to work overtime with little or no notice. 
  • Provides administrative support including document formatting and editing for the O&AS team and other departments.
  • Backs up other administrative personnel.
  • Develops written desk top procedures for assigned area of responsibility.
  • Drafts meeting minutes between senior management and/or customers. 
  • Coordination of visitor badges with security along with developing agenda for domestic and foreign national visitors.
  • Interface directly with visitors to obtain required documentation for site access.
  • Escorts site visitors with Construction Controlled Area and access facilities.
  • Performs other duties as assigned.

 

Basic Qualifications:

 

  • This position is open to United Kingdom (UK) Nationals only.  UK/US dual citizens may be considered.
  • This position is also subject to successful interview and agreement upon terms and conditions of employment.
  • University degree in relevant discipline from an accredited university and 1 year of relevant experience, or 7 years of relevant experience in lieu of a degree.
  • Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to test proficiency.
  • Must have good to excellent written and verbal communication skills, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment will be administered to test proficiency.

 

Minimum Qualifications:

 

  • 6+ years office administrative/secretarial experience.  Experience must have been obtained within the past 10 years.
  • 5+ years current experience supporting senior level management.  Experience must have been obtained within the past 7 years.
  • Must demonstrate a positive attitude and work effectively with all levels of internal and external customers. 
  • Extensive experience in all phases of administrative and secretarial functions.
  • Experience working independently in a senior manager level environment.
  • Ability to coordinate senior manager level and customer meetings.
  • Must be proactive, have above average organizational skills, use individual initiative, and follow through on assignments until completion. 
  • Must be able to multitask while maintaining attention to detail and accuracy. 
  • Must be able to work effectively in an extremely fast paced, high energy environment. 
  • Must be flexible and willing to take on unexpected and/or unanticipated assignments as needed. 
  • Must be able to demonstrate professionalism and be able to interact with all levels of the organization including external entities and Bechtel Executives.
  • Must be able to make decisions on matters that do not require management level involvement.
  • Must be able to independently anticipate problems and changing priorities.
  • Must be willing and able to work overtime with little or no notice.
  • Experience taking, writing, and distributing meeting minutes during executive level meetings. 

 

Preferred Qualifications:

 

  • 10+ years of office administrative/secretarial experience.
  • 5+ years’ experience arranging travel and processing expense reports using Bechtel’s systems.
  • The ability to extract, compile, and analyze non-technical and semi-technical data for complex reports.
  • Knowledge of Bechtel's organizational structure, functions, and procedures is a plus.
  • Experience working with electronic document management systems. 

Shaping tomorrow together

Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we’ve completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through four global businesses: Infrastructure; Nuclear, Security & Environmental; Oil, Gas & Chemicals; and Mining & Metals. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.  
www.bechtel.com

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.