Administrative Assistant (Project Controls)

Bechtel Corporation; Town of Clay (NY); Remote; USD 49,000 - 67,000; Part time

Benefits offered by this job

Medical, dental, vision plans

Disability insurance

PTO 160 hours annually

Nine paid holidays

Paid parental leave

Discretionary bonuses

401K plan with matching

Job summary

Bechtel Corporation in Clay, NY is seeking an administrative professional to support the project team under the Project Manager, handling calendars, travel, expense reports, and routine correspondence. The role demands accuracy, initiative, discretion, and strong communication; you will coordinate meetings, prepare materials, and help keep the project organized and on schedule.

Requires 1–2 years related experience; proficiency in Microsoft Office, SharePoint, Concur, and ECM systems; overtime

Qualifications

• Requires 1-2 years of related experience.
• Advanced skills in Microsoft Office; familiarity with SharePoint, Visio, Teams and Concur.
• Ability to handle confidential information with professional demeanor.

Responsibilities

• Maintain manager calendars and independently schedule appointments.
• Coordinate travel arrangements and prepare detailed itineraries.
• Prepare expense reports and process through Concur.
• Create, distribute and organize meeting materials.
• Assist with internal moves, space changes and general project admin.
• Handle mail distribution and use ECMS for project records.
• Order supplies and support special activities and events.

Skills

Microsoft Office Suites

SharePoint

Visio

Teams

Concur

Aconex/EDMS

Interpersonal communication

Organization

Discretion

Tools

Microsoft Office Suites

SharePoint

Visio

Teams

Concur

ECMS/Aconex

Job description

Requisition ID: 296216

• Relocation Authorized: National - Family




• Telework Type: Part-Time Telework




• Work Location: Clay, NY




• Salary Range: $49,300. - $66,500. annually (salary range is based on market data; final salary offered is determined by education, experience, and qualifications of the applicant.)

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 .

Project Overview:

Bechtel’s Manufacturing and Technology (M&T) Business Unit is designing, building and commissioning a semiconductor fab in Clay, NY. M&T is an exciting and growing business unit that serves customers in the semiconductor, datacenter, life sciences, and electric vehicle markets. M&T strives to exceed our customer objectives through utilizing our agility, innovative technologies, and world class talent. M&T solves the industry's toughest challenges, building both our company and the world for the future. Headquartered in Reston, Virginia, the M&T global business unit also includes colleagues working in Arizona, Ohio, Texas, India, and additional project locations around the world.

Job Summary:

As part of the Project Team under the direction of the Project Manager, performs a broad range of administrative responsibilities requiring accuracy, sound judgment, initiative, discretion, and knowledge of protocol. The position supports both routine and complex activities, including coordinating travel, preparing expense reports, and drafting professional correspondence. Success in this role requires the ability to anticipate issues, manage changing priorities, and contribute to the overall efficiency and organization of the team.

Major Responsibilities:

• Maintain a hard copy or electronic calendar for manager(s).




• Independently schedule and reschedule appointments based on manager’s commitments and priorities providing adequate detail to individual items.




• Meet regularly with manager(s) to stay informed of key issues and coordinate workload priorities.




• Coordinate requests from clients, mangers, and in-house staff, determining action on important or emergency matters or directing then to the necessary contact in absence of manager.




• Coordinate travel arrangements (domestic and international) and prepare detailed itineraries.




• Manage expense reports through Concur.




• Organize facilities and catering for conferences, meetings, training, or employee events.




• Create, organize, and distribute presentations or materials needed for meetings.




• oordinate special activities and programs with manager’s input and approval.




• Compose routine correspondence for appropriate signature.




• Process project correspondence, conference notes, & meeting minutes.




• Assist with internal moves and space changes.




• Collect, review, and distribute hard copy and electronic mail. Independently handles mail not requiring manager’s attention




• .UseEnterprise Content Management System (ECMS) to electronically process project records.




• Order supplies and other items as required.




• Other duties assigned by manager(s).

Education and Experience Requirements:

Requires 1-2 years of related experience

Required Knowledge and Skills:

Intermediate to advanced skills in Microsoft Office Suites.Working knowledge of SharePoint.Working knowledge of Visio.Working knowledge of Teams.Working knowledge of Concur.Excellent oral and written communication skills.Strong organizational skills with attention to detail.Experience interfacing with management and customers.Professional demeanor.Able to handle confidential information.Working knowledge of Aconex or other electronic document management system.Must be able to work independently.Ability to work overtime on short notice as required.

Total Rewards/Benefits:

For decades, Bechtel has worked to inspire the next generation of employees 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 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.

At Bechtel, our employees enjoy a competitive total rewards package that includes comprehensive medical, dental, and vision plans, along with optional disability and supplemental insurance options, generous paid time off (160 hours annually, accrued 6.16 hours per pay period), nine paid holidays, paid parental leave, discretionary bonuses, and a well-designed 401K plan with matching and profit-sharing components

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. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to [e-mail]