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Administrative Secretary

Requisition ID:  256484

Requisition Posting End Date: 07/15/2022

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

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.

·      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

·      Clients, company management and jobsite personnel

 

ESSENTIAL JOB DUTIES

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 assess, 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. Often researches information and compiles summary reports. Reviews for accuracy and format outgoing documents that require the manager’s signature.

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.

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, including visa applications, hotel bookings and other local logistics & local practices. Prepares itineraries and expense reports.

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.

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

Space planning and move coordination/automation coordination

Monitoring all follow-up actions required by manager, including action items from management staff meetings.

 

JOB KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE

 

  •     Excellent oral and written communication skills
  •     Thorough knowledge of grammatical rules, spelling, punctuation, and required formats
  •     Proficient skills in keyboarding, word processing, and file maintenance
  •     Ability to handle a wide range of support activities inside HR departments, including: assist in creating policies, processes and documents
  •     Assist with day-to-day operations of the HR functions and duties
  •      Provide clerical and administrative support to Human Resources
  •     Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
  •     Coordinate HR projects (meetings, training, surveys etc) and take minutes
  •       Deal with employee requests regarding human resources issues, rules, and regulations
  •       In-depth knowledge of Bechtel’s organizational structure, functions, and procedures
  •     Strong organizational and multi-tasking skills
  •       General experience in all areas of document control
  •    Operation of Bechtel standard computerized systems and other information transmission systems
  •     Professional telephone practices
  •     Demonstrated knowledge of filing systems and common office procedures
  •     Graduate, with at least 8 years of prior experience in administrative support to senior management, including HR function. 

 

 

 

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.