Administrative-Asia

Administrative Assistant (Sharma, N/A, SA)
Bechtel Corporation

Description

• • • The Bechtel Company is an international leader in engineering, construction, and project management services with a history of success going back to 1898. Our diverse portfolio of projects spans across 160 countries on all seven continents, and includes infrastructure, nuclear, security and environmental, oil and gas, and mining and metals markets. Our core values of ethics, safety, quality, people, culture, relationships, innovation, and sustainability guide us in delivering successful outcomes for our customers.

      We are currently seeking an Administrative and Secretarial Support Specialist to join our team. This position will work independently to provide administrative and secretarial support of a responsible and confidential nature to help ensure the smooth functioning of a department or project. Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Anticipates changing priorities and problems.

      Specifically, this position will be responsible for providing administrative and secretarial support for the NEOM Infrastructure project in the Kingdom of Saudi Arabia. The successful candidate will be involved in all aspects of executive project management, from initial planning and investment to start-up and operations. The position will also coordinate the administration of contracts, ensuring compliance with all applicable laws and regulations.

      If you have a commitment to excellence, a strong

      Responsibilities

      • • Perform a variety of secretarial/administrative/clerical duties of either a general or a specialized nature through research, analysis, and coordination with other functions and disciplines.
      • • Responsibilities entail use of judgment and initiative within guidelines of well-defined scope.
      • • Follow up to ensure completion of actions.
      • • Review deliverables and monitor quality to ensure that all documents conform to established standards and procedures.
      • • Assist employees with standard forms.
      • • Coordinate requests from client, manager(s), and in-house staff.
      • • Complete business independently as appropriate. Ensure coverage in absence.
      • • With an understanding of the project’s goals and priorities and the managers’ commitments, compose and distribute complex correspondence using standard word processing systems or other software applications, in response to requests for department services; answer inquiries from other departments, area offices, or outside entities.
      • • Prepare and proofread standard forms, correspondence, reports, etc. Assemble, copy, and distribute documentation packages. Receive, sort, and distribute mail; process incoming and outgoing facsimiles, transmittals, and correspondence.
      • • Keep abreast of key issues, commitments, and priorities of manager(s). Research information and compile summary reports. Extract data from reference material, either semi-technical or non-technical in scope. Compile, analyze, and prepare or help prepare information for presentations, studies, or reports.
      • • Perform data entry to maintain logs and track documentation. Set up and/or maintain electronic and hard copy files.
      • • Determine action on important or emergent matters or know whom to contact in absence of manager(s).
      • • Independently anticipate problems / changing priorities and alert manager(s) as appropriate.
      • • Collect, review, and distribute incoming hard copy and electronic mail. Independently handle mail not requiring the managers’ attention. Review for accuracy and format outgoing documents that require the managers’ signature.
      • • May coordinate complex travel arrangements, including details of business plans. Prepare itineraries and expense reports.
      • • Coordinate meetings, arrange for facilities, equipment, and refreshments. Organize material for meetings, presentations, and training sessions. Prepare, collect, review, and distribute meeting agendas, information packets, and minutes. May operate a variety of audiovisual equipment in the presentation of programs, orientation, and conferences.
      • • Operate standard office equipment, including automation tools.
      • • Independently maintain a hard copy and/or electronic calendar for responsible manager(s).
      • • Maintain standard office supplies and standard forms.
      • • Work overtime as requested by management. Perform other duties as required by manager(s).

       

      Qualifications and Skills

      Basic Qualifications

      • • Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to essay proficiency.
      • • Must have excellent written and verbal communication skills, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment will be administered to essay proficiency.

       

      Required Qualifications

      • • Ability to operate standard office equipment.
      • • Knowledge of filing systems and common office procedures.
      • • Experience with answering manager or supervisor office telephones.
      • • Excellent oral and written communications skills.
      • • Effective communication, teamwork, and interpersonal skills required.

       

      Preferred Qualifications

      • • Must be proactive, have above average organizational skills, use individual initiative and follow assignments through to completion.
      • • Proven administrative capability including the ability to multitask while maintaining attention to detail and accuracy.
      • • Must be able to operate effectively in an extremely fast-paced, high energy environment.
      • • Must be flexible and willing to shift gears and take on unexpected and/or unanticipated projects as needed.
      • • Must demonstrate a positive attitude and work effectively with all levels of internal and external customers.
      • • Must be able to effectively deal with abstract and sometimes ambiguous situations in a positive manner and adjust quickly to changing priorities.
      • • Knowledge of technical vocabularies and terminology common to the assignment preferred.
      • • Ability to extract, compile, and assemble data for the preparation of reports.
      • • Must be able to work with confidential material and maintain strict confidences.
      • • Operation of standard computerized systems and other information transmission systems.
      • • Demonstrated knowledge of filing systems and common office procedures.
      • • Basic to intermediate knowledge of Microsoft Visio desired.
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