Administrative Assistant

Requisition ID: 282879 

•  Relocation Authorized: None 
• Telework Type: Full-Time Office/Project 
• Work Location: Kennedy Space C 

Extraordinary teams building inspiring projects:

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place. 

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations. 

Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report. 

Project Overview:

Bechtel currently manages the Mobile Launcher 2 Project which is the design and construction of a launch platform for the National Aeronautics and Space Administration (NASA). The purpose of ML2, located at Kennedy Space Center (KSC), is to provide a launch platform for the Space Launch System (SLS), an advanced launch vehicle that will fill America’s need for deep space missions.

Job Summary:

In this role, you will perform administrative duties that require proficiency, accuracy, judgement, initiative, discretion, and knowledge of protocol. You will handle both routine and complicated items, such as coordinating travel, preparing expense reports, and composing correspondence. Your ability to anticipate problems and changing priorities will help bring efficiency and organization to your team.#LI-KL1

Major Responsibilities:

• Performs routine to complicated administrative duties of a responsible and confidential nature, under minimal supervision​.
• Handles routine and complicated items independently and anticipates problems and changing priorities​.
• Coordinate meetings arrange for conference rooms, equipment, and refreshments.
• Organize material for meetings, presentations, and training sessions.
• Organize presentations and training material on the share drives while maintaining version control.  
• Maintain professional appearance of conference rooms. Replenish supplies, as needed.
• Coordinate service awards luncheons and dinners.
• Ability to operate a variety of audiovisual equipment in the presentation of programs, orientation, and conferences.
• Maintain and update distribution lists for email distribution. 
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to test proficiency.
• Duties require accuracy, judgment, a moderate degree of initiative, discretion, diplomacy, and knowledge of protocol; Works with confidential information​.
• Maintains a file of important matters for the executive’s attention upon return​.
• Anticipates changing priorities and problems, alerting the manager as required​.
• Coordinates travel arrangements and travel itineraries; Prepares detailed expense reports using Concur or other expense report software as required​.
• Order catering for meetings and confirm that after meeting the conference room is ready for the next meeting.
• Composes routine correspondence for appropriate signature; Reviews outgoing correspondence to ensure accuracy and proper format; May be required to send documents to the client’s document management system​.
• Assists in coordinating internal and/or external meetings, maintaining calendar for responsible manager using Outlook or other calendar software, as appropriate​.
• Compiles and distributes conference notes and meeting minutes, and the action items that result from the conferences and meetings​.
• Assigns document numbers, prepares documents, and transmits documents so that they can be entered e into Bechtel electronic document management system.
• Assists with ML2 Construction Badging for visitors and new hires.
• Assists with Area Access Requests.
• Maintains departmental forms, databases, and tracking tools.
• Order Supplies for designated areas.
• Provide timecard input or proxy for the project manager and/or team, as required.
• Prepare and proofread standard forms, correspondence, and reports. 
• Assemble, copy, and distribute documentation packages. 
• May coordinate project seating requirements. 
• Work closely with IS&T to assure that employees have access to computers and shared drives. 

Education and Experience Requirements:

Level 1: Requires 1-2 years of related experience

Level 2: Requires 2-4 years of related experience

Required Knowledge, Skills, and Abilities:

• 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.
• Ability to coordinate manager-level meetings and adhere to project protocol.  
• 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.
• Must be able to independently anticipate problems and changing priorities.
• Must be willing and able to work overtime with little or no notice.
• Experience arranging travel and processing expense reports using an electronic system.
• The ability to extract, compile, and analyze non-technical and semi-technical data for complex reports.

Total Rewards/Benefits:

For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards

Diverse teams build the extraordinary:

As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy.

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 and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to acesstmt@bechtel.com