Bechtel Corporation Administrative Assistant to NS&E President (215113) in Reston, Virginia

  • Requisition ID: 215113

  • Position Title: Administrative Assistant to NS&E President (215113)

  • Location: Reston, VA

  • Relocation Authorized: None

  • Internal Candidate under Consideration: No

  • Posting Close: 12/17/2018

  • Work Authorization: Possess right to work in the US without sponsorship

  • Other Requirements: Pre-employment drug and alcohol screen, background check, and obtain badging

Role Overview:

Works as a team member to provide a full range of administrative support of a responsible and confidential nature to the NS&E President and three (or more) NS&E Executives with an emphasis on protocol. Duties require accuracy, a high degree of initiative, exceptional organizational skills, discretion and teamwork. Communicate effectively with senior management, clients, and coworkers. Independently anticipates problems and changing priorities and adjusts priorities accordingly while exercising judgment in resolution.

Job duties and responsibilities may include, but are not limited to:

  • Screens phone calls and visitors; completes some business independently, refers some to other staff, forwards the most important to the executive, and follows up to ensure the appropriate action has been taken.

  • Composes and distributes complex correspondence using Bechtel standard software applications.

  • Keeps abreast of key issues, commitments, and priorities for the executive and the company. May research information and compile summary reports for the executive.

  • Acts as a liaison between executive, senior management, and staff in coordinating internal company business affairs. May coordinate or personally handle requests from in-house teams.

  • Reviews accuracy and formatting of outgoing documents which require the executive's approval.

  • May review and format presentations.

  • Independently schedules and re-schedules appointments based on the executive's commitments and priorities.

  • Independently maintains an Outlook electronic calendar that includes Bechtel Partner and Executive-level meetings. Exercises initiative to support changing calendar needs.

  • Coordinates complex (domestic and international) travel plans, passports and visas for the executive. This will include preparing detailed itineraries.

  • Completes expense reports utilizing the Concur system and reconciliation of expenses against monthly corporate credit card statement.

  • Coordinate transportation with Corporate Security when required.

  • Coordinates and organizes meetings (on and off site), conference calls and video conferences; arranges for facilities, equipment, and catering. This includes preparation and distribution of notices, agendas, information packets, and meeting minutes.

  • Determines action on important or emergency matters or knows the person to contact in the executive's absence. Maintains file of important matters for the executive's attention upon return.

  • Plans, prepares and organizes social outings or banqueting functions for client meetings, team meetings, awards luncheons, and retirement dinners.

  • Must be able to work effectively in an extremely fast paced, high energy environment.

  • Must be flexible and willing to take on unexpected and/or unanticipated assignments as needed.

  • Performs other assignments as assigned by the executive or by O&AS Management. These assignments may include:

  • Coordination of committee meetings and senior management meetings.

  • Coordination of executive hoteling needs.

  • Provide direction to other admins, when needed.

Basic Qualifications:

  • Must be a US citizen.

  • Must have a minimum of 7 years of office administrative/secretarial experience supporting senior level management. Experience must have been obtained within the past 10 years.

  • Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to test 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 test proficiency.

  • Must be confident 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.

  • Effective leadership skills.

Minimum Qualifications:

  • Excellent written and verbal communication skills, including thorough knowledge of grammatical rules, spelling, punctuation, and use of proper syntax.

  • Extensive experience in all phases of administrative and secretarial functions.

  • Strong organizational and leadership skills.

  • Experience working independently in an executive-level management environment.

  • Ability to coordinate executive-level meetings.

  • Ability to provide direction to other personnel.

  • Must be able to demonstrate professionalism and be able to interact with all levels of the organization.

  • Must be willing and able to work overtime with little or no notice.

Preferred Qualifications:

  • Holds a current Certified Administrative Professional (CAP) or Certified Administrative Professional with Organizational Management (CAP-OM) certification.

  • A minimum of 5 years’ experience arranging both domestic and international travel including coordination of visas and passports.

  • Experience working independently in an executive-level management environment.

  • A minimum of 6 years’ experience managing executive calendars.

  • The ability to extract, compile, and analyze non-technical and semi-technical data for complex reports.

  • Knowledge of Bechtel's organizational structure, functions, and procedures.

  • Knowledge of Bechtel’s standard application programs.

  • Advanced writing and grammatical skills to author correspondence for executive signatures.

Shaping tomorrow together!

Bechtel is among the most respected engineering, project management, and construction companies in the world. We stand apart for our ability to get the job done right—no matter how big, how complex, or how remote. Bechtel operates through four global business units that specialize in infrastructure; mining and metals; nuclear, security and environmental; and oil, gas, and chemicals. Since its founding in 1898, Bechtel has worked on more than 25,000 projects in 160 countries on all seven continents. Today, our 53,000 colleagues team with customers, partners, and suppliers on diverse projects in nearly 40 countries.

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.