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Administrative Assistant to Chief Human Resources Officer

Requisition ID:  228561

Essential Job Duties:

  • With a thorough understanding of Bechtel's organizational structure, functions, and procedures, receives and screens phone calls and visitors and directs them appropriately.
  • Coordinates requests from the department and other organizations. Determines action on important or emergency matters.  Redirects to appropriate individuals in the absence of manager.
  • Keeps abreast of key issues, commitments, and priorities of manager.
  • Independently maintains manager’s calendar, regularly scanning for conflicts and resolving conflicts appropriately.
  • Maintains HR Leadership (long-term planning) calendar for current and subsequent year.
  • Maintains file of important matters for the manager's attention upon return.  Follows up to ensure action items have been completed.
  • Works collaboratively with the other members of the HR Executive Leadership team to ensure alignment and execute high-priority tasks.
  • Develops and maintains desktop procedures, filing, and record-keeping systems.
  • Completes work assignments independently and ensures coverage when absent from office.
  • Plans and coordinates general office services and other assignments as required, in collaboration with others.
  • Arranges for special couriers (FedEx/UPS/etc.) and media services support, as necessary.
  • With an understanding of Bechtel's goals and priorities and of the manager's commitments, drafts/edits and distributes correspondence using word processing or other software applications.
  • Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring the manager's attention.
  • Reviews for accuracy and format all outgoing documents that require the manager's signature.
  • Utilizes software and applications to prepare outputs such as reports and presentations.
  • Updates and maintains departmental organization charts.
  • Coordinates complex international and domestic travel arrangements, including detailed business plans and travel itineraries.
  • Modifies travel as necessary and provides updates to all impacted parties.
  • Prepares detailed expense reports.
  • Coordinates internal and external meetings, arranging for facilities, equipment, conference calling services and catering. 
  • May prepare and distribute notices, agendas, information packets and meeting minutes.
  • Manage visitors by notifying security with names and expected arrival dates and times.  Welcome and escort guests and arrange temporary workspace, as necessary.


Basic Qualifications:

  • Must have a combined minimum of 5 years’ experience (administrative or secretarial) and/or advanced coursework in courses requiring strong writing ability.  Experience must have been obtained within the past 7 years.
  • Proven ability to maintain confidentiality of the strictest nature.
  • Effective team player, with strong interpersonal and customer service skills.
  • Ability to work flexibly and collaboratively across all levels of the organization.
  • Demonstrated professional reception and telephone practices.
  • Working knowledge of Bechtel's organizational structure, functions, and procedures.
  • Advanced oral and written communication skills required
  • Advanced knowledge of grammatical rules, spelling, and punctuation required
  • Advanced skill in word processing and composition (advanced Word, Excel, PowerPoint and Outlook) required
  • Advanced knowledge of common office procedures
  • Experienced in preparation of meeting minutes and/or notes
  • Strong organizational skills required
  • Ability to perform basic mathematical calculations and conversions.
  • Advanced skills in conference/meeting arrangements.
  • Advanced skills in Travel arrangements and coordination, both domestic and international.

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; Oil, Gas & Chemicals; 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.

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, national origin, or protected veteran status and will not be discriminated against on the basis of disability.