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| Job Ref: | 80248 |
| Employer: |
Bechtel. |
| City: | Reston |
| State/Province: | Virginia |
| Country: | United States |
| Industries: | Other/Not Classified |
| Job Description: |
Requisition ID:
Job Duties and Responsibilities (may include, but are not limited to) • Receive and screen phone calls and direct them to the appropriate party. Complete business independently as appropriate. • Independently maintain a hard copy or electronic calendar for manager. • Coordinate complex domestic and international travel plans including passports, visas, and detailed itineraries. Complete expense reports for manager travel and reconcile expenses against monthly corporate credit card statement. • Coordinate and organize meetings, conference calls and video conferences. Arrange for facilities, equipment, and catering (to include off-site meetings). May prepare and distribute notices, agendas, information packets, and meeting minutes. • Manage visitors by notifying security with names and expected arrival dates and times. Welcome and escort guests • Interface with senior level management and staff, various departments and personnel throughout Bechtel and customer organizations when required for the completion of assigned tasks. • Develop and maintain desktop procedures and ensure coverage in absence from office. Guide the implementation of office procedures, filing and record-keeping systems. • Manage incoming and outgoing correspondence using Bechtel standard word processing systems and InfoWorks when required, following established guidelines. • Collect and distribute incoming hard copy and electronic mail. Independently handles mail not requiring the manager's attention. • Compile information; analyze and prepare routine studies, correspondence, and reports as directed by manager. • Update the department or project Website, organization chart and personnel roster. • Review all outgoing documents and correspondence for accuracy and format. • Coordinate requests from customers, manager, and in-house work team. • Arrange for Special Couriers (FedEx/UPS/DHL/etc.) and Media Services requests when necessary • Keeps abreast of key issues, commitments, and priorities of manager. • Determine action on important or emergency matters. Know whom to contact in absence of manager, and maintain files for the manager attention upon his/her return. • Assist with coordination of Service Award letters for department employees and presentations for managers. • Order stationery, business cards and other office supplies as requested for work team. • Provide timecard input as proxy for department/project employees when they are unable to complete on their own. • Work with the facilities planners to coordinate floor space and employee office moves. • Perform other assignments as assigned using applicable automation systems/software. These assignments may include: o Coordination of committee meetings and senior management meetings o Preparation and control of budget and job-hour reports o Coordination of special programs for the organization o Administration of financial matters of a highly sensitive and confidential nature o Acting as manager delegate to meetings o Space planning and move coordination/automation coordination Job Knowledge • Excellent written and verbal communication skills, including thorough knowledge of grammatical rules, spelling, punctuation, and proper use of syntax. • Ability to organize and prioritize administrative deliverables. • Ability to interact professionally with individuals at all levels within the organization. • Ability/knowledge to make decisions not requiring management level involvement. • Ability to independently anticipate problems and changing priorities. • Ability to perform multiple projects and meet deadlines. • Ability to provide clear direction to other team members when appropriate. • Ability to work in a fast-paced environment, with the ability to multi-task and prioritize deliverables appropriately. • Effective leadership skills. • Professional telephone practices. • Demonstrated knowledge of filing systems and common office procedures. Basic Qualifications • Must have the right to work and remain in the United States without visa sponsorship. • Must have minimum of 10 years office administrative/secretarial experience. Experience must have been obtained within the past 12 years. • Must have a minimum of 8 years current experience supporting senior level management. Experience must have been obtained within the past 10 years. • Must have a minimum of 5 years experience arranging both domestic and intenational travel including coordination of visas and passports. • Must have a minimum of 5 years experience managing executive calendars. • Must have a thorough knowledge of the Bechtel organizational structure, functions, and procedures. • Must have advanced writing and grammatical skills to author correspondence requiring executive signatures. • Must be able to demonstrate advanced to expert level proficiency in the Microsoft Suite of applications (Word, Excel Outlook). Preferred Qualifications • Previous Bechtel experience working as an administrative assistant/secretary. • Familiarity with Bechtel, and legal information management/records management requirements. • Experience with budget activities. • Working knowledge of InfoWorks. • Holds a current Certified Administrative Professional (CAP) or Certified Administrative Professional with Organizational Management (CAP-OM) certification. BOPS Guidelines include the minimum time that you need to be in your current position before applying to a new position. Please refer to the Guidelines and ensure you meet the minimum requirements. |
| Post Date: | 07/24/2013 |
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