Project Administrative Assistant

Project Administrative Assistant

This role will support an infrastructure and transportation program under a collaborative partnership. Team members will be an important part of a multidisciplinary environment focused on delivering innovative, sustainable, and long-term mobility solutions to enhance connectivity and support regional growth. The program offers the opportunity to work alongside industry-leading professionals on one of the most significant transportation infrastructure initiatives currently in development.

Job Summary:

This position is for a Project Administrative Assistant to provide comprehensive administrative support to the project. The Project Administrative Assistant will report to and receive directions from the Project Manager (PM) and will be required to balance administrative responsibilities along with other scopes of work as assigned.

Major Responsibilities:

• Demonstrate flexibility in handling and managing changing priorities.
• Screen phone calls and visitors, independently resolve routine matters, refer others as appropriate, and follow up to ensure actions are completed.
• Coordinates requests from the department and other organizations. Determines action on important or emergency matters. Redirects to appropriate individuals in the absence of a manager.
• Keeps abreast of key issues, commitments, and priorities of the manager.
• Independently maintains the manager's calendar, regularly scanning for conflicts and resolving conflicts appropriately.
• Maintains a file of important matters for the manager's attention upon return. Follows up to ensure action items have been completed.
• Works collaboratively with the other members of the Leadership team to ensure alignment and execute high-priority tasks.
• Completes work assignments independently and ensures coverage when absent from the office.
• Plans and coordinates general office services and other assignments as required, in collaboration with others.
• Arranges for special couriers (FedEx/UPS/etc.) and media services support, as necessary.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring the manager's attention.
• Reviews for accuracy and format all outgoing documents and prepare for the manager's signature.
• Coordinates complex international and domestic travel arrangements, including detailed business plans and travel itineraries.
• Modifies travel as necessary and provides updates to all impacted parties.
• Prepare detailed expense reports.
• Coordinates internal and external meetings, arranging for facilities, equipment, conference calling services and catering.
• Manage internal and external visitors by notifying security with names and expected arrival dates and times. Welcome and escort guests and arrange temporary workspace, as necessary.
• May keep track of office supplies and order as needed.

Education and Experience Requirements:

• Must have a combined minimum of 4-6 years' experience (administrative or secretarial) and/or advanced coursework in courses requiring strong writing ability. Experience must have been obtained within the past 7 years.
• Five to eight years of office administrative or secretarial experience obtained within the past ten years.
• Associates degree is preferred.

Required Knowledge and Skills:

• Authorization to work in the United States without visa sponsorship.
• Ability and willingness to work overtime with little or no notice.
• Intermediate to advanced proficiency in Microsoft Excel, Outlook, PowerPoint, and Word. (Testing may be administered)
• Excellent written and verbal communication skills, including spelling, grammar, punctuation, and syntax.
• Experience coordinating events and large meetings.
• Recent experience arranging domestic and international travel, including visas and passports.
• Proven ability to maintain confidentiality of the strictest nature.
• Effective team player, with strong interpersonal and customer service skills.
• Ability to work flexibly and collaboratively across all levels of the organization.
• Demonstrated professional reception and telephone practices.
• Advanced oral and written communication skills required.
• Advanced skill in Microsoft 365 (advanced Word, Excel, PowerPoint, Outlook and Teams) required.
• Advanced knowledge of common office procedures.
• Strong organizational skills required.
• Ability to perform basic mathematical calculations and conversions.
• Advanced skills in conference/meeting arrangements.
• Advanced skills in Travel arrangements and coordination in, both domestic and international.

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.

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.

At Bechtel, our employees enjoy a competitive total rewards package that includes comprehensive medical, dental, and vision plans, along with optional disability and supplemental insurance options, generous paid time off (160 hours annually, accrued 6.16 hours per pay period), nine paid holidays, paid parental leave, discretionary bonuses, and a well-designed 401K plan with matching and profit-sharing components.

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 View email address on click.appcast.io.