Administrative Assistant

Requisition ID: 260692

• Relocation Authorized: None
• Telework Type: Full-Time Office/Project
• Work Location: Port Arthur, TX

Project Overview

Bechtel is among the most respected engineering, project management, and construction companies in the world. Bechtel operates through four global business units that specialize in energy, infrastructure, mining, and metals and nuclear, security and environmental. Today, our colleague's team with customers, partners, and suppliers on diverse projects in nearly 40 countries. The Infrastructure Global Business Unit (GBU) is executing site civil and marine scopes of work associated with our scopes of work on the Energy GBU LNG projects. The candidate will serve as the Administrative Assistant on the upcoming Port Arthur LNG project. The work location is Port Arthur, TX. This position is contingent upon project award. .

Position Summary

The Project Administrative Assistant works independently on the project to provide administrative support of a responsible and confidential nature. Helps to ensure the smooth functioning of the project. Duties require accuracy, good judgment, high degree of initiative and professionalism, discretion, diplomacy, and implementation of protocol. Anticipates changing priorities and problems. Helps the jobsite to interface with home office as necessary.

Responsibilities

• 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.
• Supports ALL jobsite department managers in administrative duties, including assembly of daily/weekly/ monthly reports and agendas for weekly construction coordination meetings. Prepares and issues meeting minutes and/or conference notes. Maintains and tracks down jobsite actions as required.
• With an understanding of Bechtel's goals and priorities and of the manager’s commitments, composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of managers. Often researches information and compiles summary reports. Reviews for accuracy and format outgoing documents that require the manager’s signature.
• Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager. Maintains file of important matters for the manager's attention upon return. Assists staff in procedures as required.
• 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.
• Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.
• 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(s).
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel.
• Facilitation and assembly of management presentations will be required at various times.
• Performs other assignments as required using applicable automation systems/software. These assignments may include:
• Personnel and salary administration
• Coordination of committee meetings and senior management meetings
• Preparation and control of budget and job-hour reports
• Coordination of charitable contributions and/or other special programs for the organization
• Administration of financial matters of a highly sensitive and confidential nature
• Acting as manager’s delegate to meetings
• Space planning and move coordination/automation coordination
• Acts as proxy for timecard approvals

Qualifications and Skills

Basic Qualifications

• BA/BS Degree in a relevant field or in lieu of a degree 6 years of relevant work experience.
• Excellent oral and written communication skills.
• Thorough knowledge of grammatical rules, spelling, punctuation, and required formats.
• Technical vocabularies and terminology common to the assignment.
• Demonstrated skill in word processing and composition with a minimum typing speed of 55 wpm.
• In-depth knowledge of Bechtel’s organizational structure, functions, and procedures.
• Advanced knowledge of Microsoft systems, including Outlook, Word, Excel, and Powerpoint Strong organizational skills.
• Operation of Bechtel standard computerized systems and other information transmission systems.
• Effective leadership skills.
• Professional telephone and personnel interactions/practices.
• Demonstrated knowledge of excellent filing systems and common office procedures.
• Experience in budget activities may be required.
• Skill in other transcription/dictation technique is desirable.

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.