Administrative Assistant

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:

Since 1898, Bechtel has 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. For over 70 years, Bechtel has been at the forefront of nuclear innovation delivering clean, reliable energy worldwide on over 150 nuclear power plants, adding more than 74,000 megawatts of nuclear generation capacity to the world.  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.    

 Bechtel and Westinghouse Electric Company have partnered to deliver the first Poland nuclear power reactors in Poland for our customer, the Polish Entity Polskie Elektrownie Jadrowe (PEJ). Bechtel will be the Engineering, Procurement, and Construction (EPC) contractor for the project. As the EPC, our responsibilities will include providing the design for the Turbine Island and Balance of Plant as well as the construction of the entire facility.    

This is a one-of-a-kind opportunity, and we are looking for the talent that will help expand Poland’s nuclear base and build a strong and long-lasting energy future for generations to come.  

Job Summary:

Provide a full range of administrative support of a responsible and confidential nature to project management team, as well as other team members as needed. Duties require a high degree of accuracy, accountability, initiative, judgement, exceptional organizational skills, discretion, and knowledge of Bechtel’s standard computerized systems. Communicates clearly and effectively with senior management, clients and coworkers.  Independently anticipates problems and changing priorities and adjusts priorities accordingly while exercising judgment in resolution.  

Work Schedule: Schedule B (9/80 Monday – Thursday, 7:00 AM to 4:30 PM, every other Friday, 7:00 AM to 3:30 PM) Work location:  Reston Office

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-SNH

Major Responsibilities:

• Provide administrative support to the entire Program Management Team (PMT) functional managers scheduling of meetings, meeting agenda / meeting minutes, letters and Concur Travel and expense reports
• Experience maintaining PMT managers’ calendar using Microsoft Outlook.  Update and manage each manager's Outlook calendar when requested to schedule meetings and upload or print appropriate documentation for each event.
• Organize and coordinate various meetings for Project Personnel, arrange for facilities and catering, conference calls, and audio-visual equipment.
• Organize materials for meetings, presentations, and training sessions.
• Participates in the development, editing, or updating of presentations.
• Assist with Onboarding and Exiting employees.
• Provide support in providing updates to the Reston floor plan.
• Assist in typing deliverables.  Good written skills are required.
• Provides backup assistance on Consortium correspondence for managers’ review and signature, as determined distribute to Client.
• Arrange travel plans, prepare itineraries and expense reports.
• Experience within the past 2 years arranging domestic and international travel, including coordination of visas and passports.
• Order office supplies and reconcile PCard for payment using Concur. 
• Reconcile Travel expenses within Concur when requested for PMT team members. 
• Previous experience coordinating events and/or making arrangements for large meetings.
• Required to attend O&AS integration meetings to take meeting minutes and update live action items listing.
• Independently anticipate problems/changing priorities and take appropriate action to adapt Managers’ schedule and commitments accordingly.
• Understand and work efficiently within the various SharePoint sites to update, review, revise and manage content.
• Input records into Poland Aconex electronic content management system supporting the Records Information Management (RIM) activities upon request.
• Perform Records Management activities loading project and supply chain emails into Aconex as a project record.
• Responsible for completion of attributes in Aconex for various groups using an automated digital delivery.
• Provides back up support to Document Control for processing DRP documentation into Aconex and distribute.
• Develop written desk top instructions for assigned area of responsibility and keep maintain up to date.
• Back up other administrative personnel, as needed.
• Assist with special projects, as required.
• Must be willing and able to work overtime with little or no notice. 
• Must be flexible and willing to take on unexpected and/or unanticipated assignments as needed. 
• Work effectively in an extremely fast paced, high energy environment with various administrative personnel. 

Education and Experience Requirements:

• Bachelors Degree in Administration or a related field from an accredited university or college (office administrative/secretarial experience) with at least 1 year of experience, or in lieu of a degree, at least 7 years of experience of related experience. Experience must have been obtained within the past 2 years.

Required Knowledge and Skills:

• Current Certified Administrative Professional (CAP) or Certified Administrative Professional with Organizational Management (CAP-OM) certification preferred, but not required.
• Must have the right to work and remain in the United States without sponsorship.
• Must be able to pass a drug screen and background check. 
• Excellent written and verbal communication skills, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment may be administered to test proficiency.
• Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment may be administered to test proficiency.
• Must have ability to coordinate senior management-level meetings and to operate inside that environment. 
• Must be able to make decisions on matters that do not require management level involvement. 
• Must be able to independently anticipate problems, changing priorities, and alert management in a timely manner.
• Knowledge of Bechtel's organizational structure, functions and procedures.
• Advanced knowledge of Bechtel’s standard computerized systems and other information transmission systems.
• Knowledge of technical vocabulary and terminology common to the assignment.
• Demonstration of Bechtel’s “Zero Accident” philosophy through personal safe behavior/work practices.
• Knowledge of Six Sigma philosophy and activities.
• Concur Expense report processing software skills knowledge.
• Extensive experience in all phases of administrative and secretarial functions. 
• Ability to organize and prioritize administrative deliverables.
• Ability to interact professionally with individuals at all levels within the organization.
• Ability to work in a fast-paced environment, with the ability to multi-task and manage time appropriately to meet deadlines.
• Effective leadership skills.
• Professional telephone practices.
• Background in IT is a plus. 
• Able to travel to various locations.
• Previous NS&E experience is preferred.
• Knowledge of Bechtel organizational structure, functions, and procedures.
• Familiarity with government regulations and requirements.

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.