Administrative Secretary (Contractual)

Requisition ID: 282468 

•  Relocation Authorized: None 
• Telework Type: Full-Time Telework 
• Work Location: New Delhi 

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. 

Bechtel India is a global operation that supports execution of projects and services around the world. Working seamlessly with business line home offices, project sites, customer organizations and suppliers, our teams have delivered more than 125 projects since our inception in 1994.

Our offices in Gurgaon, Vadodara and Chennai will grow significantly and sustainably with exciting career opportunities for both professionals and young graduates who are passionate about creating a cleaner, greener, and safer world; building transformational infrastructure; making decarbonization a reality; and protecting people and the environment.

Job Summary: 

Works independently to provide comprehensive administrative and secretarial support of a highly accountable nature to help ensure the smooth functioning of senior managers of India Management /Project/Functional leadership. Assists them in their day-to-day activities and responsibilities including scheduling meetings, coordination for timely closure of various activities, workshops and presentations. The role requires high degree of initiative, discretion, accuracy, judgment, knowledge of protocols and anticipation and working through changing priorities. 

JOB DIMENSIONS:

Supervision Received

• Receives general operational direction from assigned manager(s)/Supervisor. Self-starter, requiring minimum guidance or supervision / works independently. Functionally reporting to Manager of Office services.

Supervision Exercised

• May provide operational and/or functional support to other staff members on administrative matters.

Contacts

• Employees and outside individuals in receiving calls and visitors, making travel/meeting arrangements, and executing other duties
• Vendors, Clients, company management and jobsite personnel

Major Responsibilities:

• Always maintains confidentiality of all information concerning this role.
• Provides secretarial/administrative assistance to assigned functions/functional managers/Projects
• Performs special assignment that require comprehensive knowledge of administrative systems, processes, and procedures, with the ability to analyze, interpret, and make recommendations.
• Manages visits of expats and other senior officers to India with their staff on behalf of the assigned project/function leadership.
• With a thorough understanding of Bechtel’s organizational structure, functions, and procedures, receives and screens phone calls and visitors and directs them to the appropriate parties. Follows up to ensure action. Completes business independently as appropriate. Ensures coverage in absence.
• With an understanding of Bechtel's goals and priorities and of the assigned manager’s commitments, composes and distributes correspondence using Bechtel standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of assigned manager/Function. Often researches information and compiles summary reports. Reviews for accuracy and format outgoing documents that require the manager’s signature.
• Manages various requests from client, manager, and in-house staff. Identifies action on important or emergency matters or knows whom to contact or how to resolve such queries. Maintains files/documents of important matters for the manager's attention.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring the manager’s attention. Reviews outgoing mail to ensure accuracy and proper format. Follows up to ensure action.
• Manages travel arrangements and the Travel Agency for the office, including visa applications, hotel bookings and other local logistics & local practices. Prepares itineraries and expense reports using Concur Travel/expense tool for the assigned Manager/Team.
• Co-ordinate/Supervise Travel Agency for the smooth/on time dealing of all travel requirement for the office and ensure timely reporting / MIS / scheduled review meetings.
• Organizing and managing activities related to visitors, both domestic & international
• Schedules and coordinates meetings, arranging for facilities, equipment, and refreshments. May prepare and distribute notices, agendas, information packets, and minutes.
• Independently maintains a hard copy or electronic calendar for responsible manager/Team.
• Independently anticipates problems and changing priorities; alerts manager(s) concerned.
• Performs other assignments as required using applicable automation systems/software. These assignments may include but not limited to:
  •  Coordination of committee meetings and senior management meetings
  • Administration of financial matters of a confidential nature
  • Acting as manager’s delegate to meetings
  • Office seat / space planning and move coordination for the assigned team
  • Monitoring all follow-up actions required by manager, including action items from management staff meetings.
  • Prepare Minutes Of the Meeting and sharing/following up for action closure/update
  • Participates in the development of presentations.
  • Responsible for booking travel and completion of expense reports, thru Concur travel/Expense Management tool
  • Manage diary (calendar) for team members.
  • May prepare or provide input to daily work planning.
  • Organize material for meetings, presentations, and training sessions.
  • Helps coordinate furniture and space allocation, space planning, and needs, such as telephone, word processing, and mail service.
  • Assist with the management of office and business development documents.
  • Update the office organization chart.
  • May prepares reports and studies of an analytical nature, such as organization planning and workload forecasts to include charts and graphs.
  • Performs special assignments as requested.
  • May serve as the training coordinator for the department/Project; scheduling, tracking and planning training to include the preparation of training materials, readying training classroom, and ensuring instructors have required material and equipment prior to workshops.
  • Dealing with vendors/suppliers for various activities and processing of their invoices
  • Other tasks and scope as requested by management team.

 Education and Experience Requirements:

• Graduate, with at least 10 years of prior experience in administrative support to senior management/Multiple Functions.

Required Knowledge and Skills:

• Excellent oral and written communication skills
• Thorough knowledge of grammatical rules, spelling, punctuation, and required formats
• Proficiency in Microsoft Applications. In-depth in MS Excel/MS word/Power point
• Strong organizational and multi-tasking skills
• General experience in all areas of document control
• Professional telephone practices
• Demonstrated knowledge of filing systems and common office procedures

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