Job Description

Relocation Authorized:None Telework Type: Full-Time Office/Project 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. JOB SUMMARY: Works independently to provide comprehensive administrative and secretarial support of a highly accountable and confidential nature to help ensure the smooth functioning of senior managers of India Management team/Project leadership.Assists them in their day-to-day activities and responsibilities including scheduling meetings, workshops and presentations. The role requires high degree of initiative, discretion, accuracy, judgment, knowledge of protocols and anticipation and working through changing priorities. JOB DIMENSIONS: 1. Supervision Received Receives general operational direction from assigned manager(s). Self-starter, requiring minimum guidance or supervision / works independently. Functionally reportingto Manager of Office services. 2. Supervision Exercised May provide operational and/or functional support to other staff members on administrative matters. 3. Contacts Employees and outside individuals in receiving calls and visitors, making travel/meeting arrangements, and executing other duties Clients, company management and jobsite personnel ESSENTIAL JOB DUTIES: Always maintains confidentiality of all information concerning this role. Provides secretarial/administrative assistance to assigned functions/functional managers/Projects Performs special assignment that require comprehensive knowledge of administrative systems, processes, and procedures, with the ability to analyze, interpret, and make recommendations. Manages visits of expats and other senior officers to India with their staff on behalf of the assigned project/function leadership. With a thorough understanding of Bechtel\'s organizational structure, functions, and procedures, receives and screens phone calls and visitors and directs them to the appropriate parties. Follows up to ensure action. Completes business independently as appropriate. Ensures coverage in absence. With an understanding of Bechtel\'s goals and priorities and of the assigned manager\'s commitments, composes and distributes correspondence using Bechtel standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of assigned manager. Often researches information and compiles summary reports. Reviews for accuracy and format outgoing documents that require the manager\'s signature. Manages requests from client, manager, and in-house staff. Identifiesaction on important or emergency matters or knows whom to contact in absence of assigned manager. Maintains file of important matters for the manager\'s attention upon return. Assists staff in certain procedures. Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring the manager\'s attention. Reviews outgoing mail to ensure accuracy and proper format. Follows up to ensure action. Manages travel arrangements, including visa applications, hotel bookings and other local logistics & local practices. Prepares itineraries and expense reports using Concur Travel/expense tool. Organizing and managing activities related to visitors, both domestic & international Schedules and coordinates meetings, arranging for facilities, equipment, and refreshments. May prepare and distribute notices, agendas, information packets, and minutes. Independently maintains a hard copy or electronic calendar for responsible manager. Independently anticipates problems and changing priorities alerts manager(s) concerned. Performs other assignments as required using applicable automation systems/software. These assignments may include but not limited to: Coordination of committee meetings and senior management meetings Administration of financial matters of a confidential nature Acting as manager\'s delegate to meetings Space planning and move coordination/automation coordination Monitoring all follow-up actions required by manager, including action items from management staff meetings. Participates in the development of presentations. Responsible for booking travel and completion of expense reports. Manage diary (calendar) for team members. May prepare or provide input to daily work planning. Organize material for meetings, presentations, and training sessions. Helps coordinate furniture and space allocation, space planning, and needs, such as telephone, word processing, and mail service. Assist with the management of office and business development documents. Update the office organization chart. May prepares reports and studies of an analytical nature, such as organization planning and workload forecasts to include charts and graphs. Performs special assignments as requested. May serve as the training coordinator for the office scheduling, tracking and planning training to include the preparation of training materials, readying training classroom, and ensuring instructors have required material and equipment prior to workshops. Other tasks and scope as requested by management team. JOB KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE: Excellent oral and written communication skills Thorough knowledge of grammatical rules, spelling, punctuation, and required formats Proficiency in Microsoft Applications Strong organizational and multi-tasking skills General experience in all areas of document control Operation of Bechtel standard computerized systems and other information transmission systems Professional telephone practices Demonstrated knowledge of filing systems and common office procedures Graduate, with at least 8 years of prior experience in administrative support to senior management. Bechtel India is a global operation that supports execution of projects and services around the world. Working seamlessly with business line home offices, project sites, customer organizations and suppliers, our teams have delivered more than 125 projects since our inception in 1994. Our offices in Gurgaon, Vadodara and Chennai will grow significantly and sustainably with exciting career opportunities for both professionals and young graduates who are passionate about creating a cleaner, greener, and safer world building transformational infrastructure making decarbonization a reality and protecting people and the environment.

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