Administrative Secretary (Contractual)

Overview

Provides high-level admin and secretarial support to senior managers

Key Responsibilities

• calendar management
• space planning
• invoice processing
• travel logistics
• report preparation
• document management

Tasks

-Maintains strict confidentiality and provides comprehensive secretarial and administrative assistance to assigned functions, managers, and projects. -Schedules meetings, prepares agendas and minutes, manages calendars, and anticipates changes or issues proactively. -Supports space planning, seat allocation, vendor coordination, invoice processing, and office documentation including org charts and business development materials. -Receives general operational direction from assigned manager(s)/Supervisor. Self-starter, requiring minimum guidance or supervision / works independently. Functionally reporting to Manager of Office services. -Handles incoming/outgoing mail, maintains key files, and ensures proper formatting and accuracy of documents requiring managerial attention. -Executes special tasks requiring analytical skills, prepares reports, presentations, and training materials, and may act as a delegate in meetings or as a training coordinator. -May provide operational and/or functional support to other staff members on administrative matters. -Manages calls, visitors, and correspondence independently, ensuring timely follow-ups and accurate documentation aligned with Bechtel’s standards. -Organizes domestic and international visits, travel logistics, visa processing, and expense reporting via Concur. Supervises travel agency operations and ensures timely MIS and reviews.

Requirements

• microsoft office
• document control
• graduate
• organizational
• communication
• proofreading

What You Bring

-Proficiency in Microsoft Applications. In-depth in MS Excel/MS word/Power point -Strong organizational and multi-tasking skills -Professional telephone practices -Demonstrated knowledge of filing systems and common office procedures -General experience in all areas of document control -Graduate, with at least 10 years of prior experience in administrative support to senior management/Multiple Functions. -Thorough knowledge of grammatical rules, spelling, punctuation, and required formats -Excellent oral and written communication skills

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About Bechtel

-Operates across multiple sectors, including infrastructure, nuclear, security and environmental, oil, gas, chemicals, mining, and metals, as well as manufacturing, battery production and technology. -Significant presence in North America, the Middle East, Asia, and Australia.

Sector Specialisms