Administrative Assistant to Ops Manager - CE&S

Requisition ID: 285806 

•  Relocation Authorized: None 
• Telework Type: Full-Time Office/Project 
• Work Location: Reston, VA 

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. #LI-SNH 

Major Responsibilities:

• With a thorough understanding of Bechtel's organizational structure, functions, and procedures, receives and screens phone calls and visitors on behalf of the office of the CE&S Operations Manager 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 a manager.
• Keeps abreast of key issues, commitments, and priorities of the manager.
• Independently maintains the manager’s calendar, regularly scanning for conflicts and resolving conflicts appropriately.
• Maintains a 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 Leadership team to ensure alignment and execute high-priority tasks.
• Completes work assignments independently and ensures coverage when absent from the 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.
• 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 and prepare for the manager's signature.
• 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.
• Manage internal and external visitors by notifying security with names and expected arrival dates and times. Welcome and escort guests and arrange temporary workspace, as necessary.
• May keep track of office supplies and order as needed

Education and Experience Requirements:

• Current or previous Bechtel experience

 Level I:

• Minimum of 4 years supporting senior manager(s) in an administrative role

 Level II:

• Minimum of 6 years supporting senior manager(s) in an administrative role

Required Knowledge and Skills:

• Must have a combined minimum of 4 to 6 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 the 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.
• Advanced oral and written communication skills required
• Advanced skill in Microsoft 365 (advanced Word, Excel, PowerPoint, Outlook and Teams) required
• Advanced knowledge of common office procedures
• 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 in, both domestic and international.
• Advanced skills in Concur

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.

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. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to acesstmt@bechtel.com