Project Administrative Assistant

Bechtel; Navi Mumbai; On-site; INR 300,000 - 540,000; Full time

Job summary

Bechtel is seeking a Project Administrative Assistant to handle a range of administrative duties, event planning, and travel coordination. The role requires precision, judgement, initiative, and discretion, with protocol knowledge.

You will support office personnel and project executives in daily tasks, while anticipating problems and adjusting to shifting priorities to enhance team efficiency and organization.

Qualifications

• Requires 2–4 years of related experience.
• Associate degree or related technical training preferred.
• Proficient with administrative software and office protocols.

Responsibilities

• Coordinates and plans events and meetings, including facilities, equipment, refreshments, notices, agendas, information packets, and minutes.
• Coordinates requests from managers and internal staff and addresses urgent matters.
• Coordinates business travel, prepares itineraries, and completes expense reports.
• Organizes materials for meetings, presentations, and training sessions.
• Coordinates visitors and escorts guests, arranging temporary workspace as needed.

Skills

Written and verbal communication

Event coordination

Travel coordination

Interpersonal skills

Confidentiality

Education

Associate degree or related technical training

Tools

Microsoft Excel

Outlook

PowerPoint

Word

Job description

Job Summary

As the Project Administrative Assistant, you will be responsible for administrative duties, meeting and event planning/coordination, supporting office personnel, supporting project executives in daily tasks, and arranging travel as needed. This requires proficiency, accuracy, judgement, initiative, discretion, and knowledge of protocol.

Your ability to anticipate problems and changing priorities will help bring efficiency and organization to your team.

Responsibilities

• Coordinates and plans events and meetings, including facilities, equipment, refreshments, notices, agendas, information packets, and minutes.
• Coordinates requests from managers and internal staff and addresses urgent matters.
• Coordinates business travel, prepares itineraries, and completes expense reports.
• Organizes materials for meetings, presentations, and training sessions.
• Coordinates internal and external visitors by notifying security of expected arrivals, welcoming and escorting guests, and arranging temporary workspace as needed.
• Monitors office supplies and places orders as needed.
• Performs routine administrative duties of a responsible and confidential nature with minimal supervision.
• Drafts routine correspondence for signature, reviews outgoing communications for formatting.
• Supports internal and external meeting coordination and manages the responsible manager's calendar using Outlook or other appropriate software.
• Compiles and distributes conference notes, meeting minutes, and resulting action items.

Education and Experience Requirements

• Requires a minimum of 2-4 years of related experience
• Associate degree or related technical training preferred

Required Knowledge and Skills

• Microsoft Excel
• Outlook
• PowerPoint
• Word
• Written and verbal communication
• Event coordination
• Travel coordination
• Confidentiality
• Interpersonal skills