Job Information
Bechtel Corporation Administrative Assistant in Reston, Virginia
Requisition ID: 277482
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:
Works as a team member to provide a full range of administrative support of a responsible and confidential nature to the NS&E Human Resources Manager, the General Manager for Nuclear Power, and their teams with an emphasis on protocol. Duties require accuracy, a high degree of initiative, exceptional organizational skills, discretion, confidentiality, 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.B1
Major Responsibilities:
Screens phone calls and visitors; completes some business independently, refers some to other staff, forwards the most important to the executives, and follows up to ensure the appropriate action has been taken.
Acts as a liaison between executives, senior management, and staff in coordinating internal company business affairs. May coordinate or personally handle requests from in-house teams.
Keeps abreast of key issues, commitments, and priorities for the executive and the company. Often researches information and compiles summary reports for the executive.
Reviews accuracy and formatting of outgoing documents which require the executive's approval.
Reviews, updates, and formats presentations. May require research and/or coordination with other departments to obtain content. Presentation material must be formatted for an audience at an executive level.
Reviews and distributes incoming hard copy and electronic mail. Responds independently to mail not requiring the executive's attention. Forwards, as appropriate, to department heads and follows up to ensure the appropriate action has been taken.
Independently schedules and re-schedules appointments based on the executive's commitments and priorities.
Independently maintains an Outlook electronic calendar for the executives. 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 for executive’s travel and reconciliation of expenses against monthly corporate credit card statement.
Coordinates and organizes meetings (on and off site), conference calls and video conferences; arranges for facilities, equipment, and catering. This will include preparation and distribution of notices, agendas, information packets, and meeting minutes.
Coordinates onboarding of new employees.
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.
Compiles information, analyzes, and prepares routine studies, correspondence, and reports as directed by the executive.
Maintains department organization charts and personnel rosters. Uses initiative to update when information changes, requests approval from executive, and distributes as needed.
Assist with the coordination of service awards write-ups and presentations, as requested.
Coordinates special activities and programs for the executive.
May administer highly sensitive and confidential financial and personnel matters.
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.
Education and Experience Requirements:
Level 1 2-4 years of related experience.
Level 2 4-6 years of related experience.
Must have the right to work and remain in the United States without visa sponsorship.
Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment may 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 may 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.
Strong organizational skills.
Required Knowledge, Skills, and Abilities:
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.
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
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.
A minimum of 6 years’ experience managing executive calendars.
Experience in event coordination and arrangement of large meetings.
The ability to extract, compile, and analyze non-technical and semi-technical data for complex reports.
Advanced writing and grammatical skills to author correspondence for executive signatures.
Knowledge of Bechtel's organizational structure, functions, and procedures.
Knowledge of Bechtel’s standard application programs.
Total Rewards/Benefits:
For decades, Bechtel has worked to inspire the next generation of engineers 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.com/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.
Bechtel employees are required to be vaccinated for COVID-19 or show proof of a negative test result prior to accessing Bechtel sites/facilities to the extent required by applicable law or by customer requirements.