Administrative Assistant, Reston

  • Bechtel
  • US - VA - Reston
  • 4 days ago

Company Name: Bechtel

Location: Reston, VA, US - 20190

Job Duration: 2022-01-14 to 2022-02-13

Overview

Requisition ID:  248547

Requisition Posting End Date: 01/13/2022

Position Summary

Works as a team member to provide a full range of administrative support of a responsible and confidential nature to NS&E’s Quality and Six Sigma, Construction, and Start-Up functions, as well as other team members in those respective functions.

 

Duties require a high degree of accuracy, accountability, initiative, judgement, exceptional organizational skills, discretion, and knowledge of Bechtel’s standard computerized systems.  Communicates clearly and effectively with senior management, clients and coworkers.  Independently anticipates problems and changing priorities and adjusts priorities accordingly while exercising judgment in resolution.  

 

Responsibilities 

  • Organize and coordinate various meetings, arrange for facilities and catering, conference calls, and audio-visual equipment.
  • Organize materials for meetings, presentations, and training sessions.
  • Participates in the development, editing, or updating of presentations.
  • Receive and screen phone calls in a professional manner and take action as appropriate.
  • Prioritize and distribute mail/email/faxes with detailed follow-up.
  • Maintain each department’s organization charts and personnel rosters.  Use initiative to update when information changes and distribute as needed. 
  • Draft correspondence for managers’ review and signature, as determined appropriate.
  • Update and manage each manager’s Outlook calendar to schedule meetings and upload appropriate documentation for each event.
  • Arrange travel plans, prepare itineraries and expense reports.
  • Order office supplies and reconcile BCard for payment. 
  • Pay monthly department phone bills, update mobile invoice log, and reconcile BCard for payment. 
  • Independently anticipate problems/changing priorities and take appropriate action to adapt Managers’ schedule and commitments accordingly.
  • Monitor the review dates and coordinate department procedures for review and approval. 
  • Understand and work efficiently within the DevonWay software applications/tools used within the Quality organization to track and close action items.  This would include creating tracking lists, reports, notifications, and oversight of status activity.   (Training will be provided.) 
  • Understand and work efficiently within the various SharePoint sites to update, review, revise and manage content.
  • Input records in an electronic database (e.g. InfoWorks, Aconex, etc.) and manage Records Information Management (RIM) activities for each department.
  • Back up other administrative personnel, as needed.
  • Assist with special projects, as required.
  • Must be willing and able to work overtime with little or no notice. 
  • Must be flexible and willing to take on unexpected and/or unanticipated assignments as needed. 
  • Develop written desk top instructions for assigned area of responsibility.
  • Work effectively in an extremely fast paced, high energy environment. 

 

Qualifications and Skills

Basic Qualifications

  • Must have the right to work and remain in the United States without sponsorship.
  • Level 1 – Must have minimum of 5 years’ office administrative/secretarial experience in addition to a high school diploma. Experience must have been obtained within the past 5 years.
  • Level 2 – Must have minimum of 7 years’ office administrative/secretarial experience in addition to a high school diploma. Experience must have been obtained within the past 7 years.
  • Must be able to pass a drug screen and background check. 
  • Excellent written and verbal communication skills, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment will be administered to test proficiency.
  • Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to test proficiency.
  • Must have ability to coordinate senior management-level meetings and to operate inside that environment. 
  • Must be able to make decisions on matters that do not require management level involvement. 
  • Must be able to independently anticipate problems, changing priorities, and alert management in a timely manner.
  • Knowledge of Bechtel’s organizational structure, functions and procedures.
  • Advanced knowledge of Bechtel’s standard computerized systems and other information transmission systems.
  • Knowledge of technical vocabularies and terminology common to the assignment.
  • Demonstration of Bechtel’s “Zero Accident” philosophy through personal safe behavior/work practices.
  • Knowledge of Six Sigma philosophy and activities.
  • Concur Expense report processing software skills knowledge.

 

Additional Qualifications

Minimum Qualifications

  • Extensive experience in all phases of administrative and secretarial functions. 
  • Ability to organize and prioritize administrative deliverables.
  • Ability to interact professionally with individuals at all levels within the organization.
  • Ability to work in a fast-paced environment, with the ability to multi-task and manage time appropriately to meet deadlines.
  • Effective leadership skills.
  • Professional telephone practices.
  • Demonstrated knowledge of filing systems and common office procedures.

 

Preferred Qualifications

  • Bachelor’s degree is a plus.
  • Background in IT is a plus. 
  • Previous NS&E experience is preferred.
  • Holds a current Certified Administrative Professional (CAP) or Certified Administrative Professional with Organizational Management (CAP-OM) certification. 
  • Knowledge of Bechtel organizational structure, functions, and procedures.
  • Familiarity with government regulations and requirements.
  • Experience within the past 2 years arranging domestic and international travel, including coordination of visas and passports.
  • Previous experience coordinating events and/or making arrangements for large meetings.
  • Experience maintaining managers’ calendar using Microsoft Outlook.

Shaping tomorrow together

Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we’ve completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through four global businesses: Infrastructure; Nuclear, Security & Environmental; Energy; and Mining & Metals. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.  
www.bechtel.com

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.

In accordance with Bechtel’s duty to provide and maintain a safe workplace for our employees and to safeguard the health of our families, customers, and visitors, we have adopted mandatory COVID-19 safety protocols for each work location, which may include a vaccination or testing requirement. Please speak with your Bechtel recruiter to determine which protocols apply to the work location for the job you are seeking.