Project Administrative Assistant

Bechtel Global Corporation; Reston (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

Bechtel seeks a Project Administrative Assistant to handle administrative duties, meeting logistics, and travel arrangements in a full-time office setting. You will support project executives and office staff, applying discretion and protocol knowledge to ensure smooth operations.

Your role requires accuracy, initiative, and the ability to anticipate problems in a dynamic project environment, with flexibility for overtime as needed.

Qualifications

• 4-6 years of related experience.
• Associate degree or related technical training preferred.

Responsibilities

• Coordinate and plan events/meetings, arrange facilities/equipment/refreshments; prepare and distribute notices, agendas, packets, and minutes.
• Coordinate client, manager, and staff requests; direct to appropriate contact when needed.
• Review mail and route for supervisor; handle independent mail tasks.
• Arrange complex travel plans; prepare itineraries and expense reports.
• Maintain calendar for the responsible manager.
• Review and route incoming requests to appropriate supervisor.
• Draft routine department correspondence and handle inquiries.
• Monitor follow-up actions with supervisors.
• Prepare materials for meetings, presentations, and training sessions.
• Review deliverables for quality and compliance with standards.

Skills

Microsoft Office

SharePoint

Visio

Communication

Organization

Executive interaction

Confidentiality

Independence

Overtime flexibility

Team collaboration

Education

Associate degree or related technical training

Tools

Concur

DSCS

SQL

Job description

Requisition ID:298752

• Relocation Authorized:None


• Telework Type:Full-Time Office/Project


• Work Location: Various Work Locations USA

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

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.

Major Responsibilities

• Coordinating and planning of events/meetings, arranging for facilities, equipment, and refreshments, preparing and distributing notices, agendas, information packets, and minutes.


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


• Collecting, reviewing, and distributing incoming hard copy and electronic mail, independently handles mail not requiring the manager's attention.


• Coordinating complex travel arrangements, including details of business plans; preparing itineraries and expense reports.


• Independently maintaining a hard copy or electronic calendar for the responsible manager.


• Reviews incoming communications, work orders, and service requests for subject matter content and routes them to appropriate supervisor's attention.


• Composes routine correspondence in response to requests for department services; answers inquiries from other departments, area offices, or outside entities.


• Monitors all follow-up actions required by supervisor/manager.


• Organizes material for meetings, presentations, and training sessions.


• Reviews deliverables of assigned staff and monitors quality to ensure that all documents conform to established standards and procedures.


• Ordering of office supplies and other items as required.

Education and Experience Requirements

• Requires a minimum of 4-6 years of related experience


• Associate degree or related technical training preferred

Required Knowledge and Skills

• Intermediate to advanced skills in Microsoft Office Suites.


• Working knowledge of SharePoint.


• Working knowledge of Visio.


• Excellent oral and written communication skills.


• Strong organizational skills; detail oriented.


• Experience interfacing with executive management and customers.


• Professional demeanor.


• Able to handle highly confidential information.


• Must be able to work independently.


• May be needed to work overtime with little or no notice.


• Working knowledge of Concur.


• Working knowledge of Digital Supply Chain System (DSCS) for material requisitions.


• Experience programming using SQL.


• Previous Bechtel experience in similar position preferred.

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.

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]