Administrative Secretary (Contractual)

Requisition ID: 264463 

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

ABOUT BECHTEL:

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, and Mining & Metals markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel are our values – ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants – integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

 

SUMMARY:

Works independently to provide comprehensive administrative and secretarial support of a highly accountable and confidential nature to help ensure the smooth functioning of senior managers of India Management team/Project leadership. Assists them in their day-to-day activities and responsibilities including scheduling meetings, 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:

1. Supervision Received

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

 

2. Supervision Exercised

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

 

3. Contacts

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

 

ESSENTIAL JOB DUTIES:

  1. Always maintains confidentiality of all information concerning this role.
  2. Provides secretarial/administrative assistance to assigned functions/functional managers/Projects
  3. Performs special assignment that require comprehensive knowledge of administrative systems, processes, and procedures, with the ability to analyze, interpret, and make recommendations.
  4. Manages visits of expats and other senior officers to India with their staff on behalf of the assigned project/function leadership.
  5. 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.
  6. 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. Often researches information and compiles summary reports. Reviews for accuracy and format outgoing documents that require the manager’s signature.
  7. Manages requests from client, manager, and in-house staff. Identifies action on important or emergency matters or knows whom to contact in absence of assigned manager. Maintains file of important matters for the manager's attention upon return. Assists staff in certain procedures.
  8. 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.
  9. Manages travel arrangements, including visa applications, hotel bookings and other local logistics & local practices. Prepares itineraries and expense reports using Concur Travel/expense tool.
  10. Organizing and managing activities related to visitors, both domestic & international
  11. Schedules and coordinates meetings, arranging for facilities, equipment, and refreshments. May prepare and distribute notices, agendas, information packets, and minutes.
  12. Independently maintains a hard copy or electronic calendar for responsible manager.
  13. Independently anticipates problems and changing priorities; alerts manager(s) concerned.
  14. 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
  • Space planning and move coordination/automation coordination
  • Monitoring all follow-up actions required by manager, including action items from management staff meetings.
  • Participates in the development of presentations.
  • Responsible for booking travel and completion of expense reports.
  • 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 office; 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.
  • Other tasks and scope as requested by management team.

 

JOB KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE:

  1. Excellent oral and written communication skills
  2. Thorough knowledge of grammatical rules, spelling, punctuation, and required formats
  3. Proficiency in Microsoft Applications
  4. Strong organizational and multi-tasking skills
  5. General experience in all areas of document control
  6. Operation of Bechtel standard computerized systems and other information transmission systems
  7. Professional telephone practices
  8. Demonstrated knowledge of filing systems and common office procedures
  9. Graduate, with at least 8 years of prior experience in administrative support to senior management.

 

 

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; Energy; 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 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.

In accordance with Bechtel's duty to provide and maintain a safe workplace for our employees and to safeguard the health of our families, customers, and visitors, we have adopted mandatory COVID-19 safety protocols for each work location, which may include a vaccination or testing requirement. Please speak with your Bechtel recruiter to determine which protocols apply to the work location for the job you are seeking.