Administrative Assistant - BEn

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. 

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.
"This position is designated as part-time telework per our global telework policy and will require at least three days of in-person attendance per week at the assigned office or project. Weekly in-person schedules will be determined by the individual and their supervisor, in consultation with functional or project leadership.   #LI-AM3 

Major Responsibilities:

Demonstrate flexibility in handling and managing changing priorities.

Screen phone calls and visitors, independently resolve routine matters, refer others as appropriate, and follow up to ensure actions are completed.

Act as a liaison between the executives, senior management, and staff to coordinate internal business matters.

Compose and distribute complex correspondence using Bechtel standard software applications.

Research information and compile summary reports; review accuracy and formatting of documents requiring executive signature.

Independently schedule and maintain the calendars of several executives to include the administration of Partner- and Executive-level meetings.

Coordinate domestic and international travel, including passports, visas, itineraries, expense reports, and credit card reconciliations.

Coordinate and organize on-site and off-site meetings, conference calls, and video conferences, including facilities, equipment, catering, agendas, and meeting minutes.

Determine appropriate action on urgent matters in the executive’s absence.

Update department or project websites, organization charts, and personnel rosters.

Coordinate and respond to requests from customers, managers, and internal teams.

Arrange special courier and media services as required.

Assist with service award write-ups and presentations.

Provide timecard input or approval as a proxy for the executives.

Develop and oversee office procedures, filing systems, and record-keeping practices.

Administer highly sensitive and confidential financial matters.

Support work planning, training, and performance input for assigned personnel as needed.

rational procedures and guidelines

Education and Experience Requirements:

• Requires a minimum of 4-6 years of related experience​
• Associate degree or related technical training preferred

Required Knowledge and Skills:

Basic Qualifications

• Authorization to work in the United States without visa sponsorship.
• Ability and willingness to work overtime with little or no notice.
• Intermediate to advanced proficiency in Microsoft Excel, Outlook, PowerPoint, and Word. (Testing may be administered)
• Excellent written and verbal communication skills, including spelling, grammar, punctuation, and syntax.
• Experience coordinating events and large meetings.
• Recent experience arranging domestic and international travel, including visas and passports
• Five to eight years of office administrative or secretarial experience obtained within the past ten years.
  

Preferred Qualifications

• Three or more years of word processing or legal secretarial experience in a law firm.
• Previous Bechtel experience as an administrative assistant or PA.
• Current Certified Administrative Professional (CAP) or CAP with Organizational Management (CAP-OM) credential.
• Familiarity with legal aspects of information and records management.
• Knowledge of graphics or desktop publishing programs such as Adobe Photoshop or Illustrator.

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.