Administrative Assistant - costBechtel Corporation

Job Description
Requisition ID: 271259
Relocation Authorized: National - Camp
Grade: 21
Position to be Panel Interviewed No
Telework Type: Full-Time Office/Project
Work Location: Trojena
Employee Referral Amount:
Project Overview
TROJENA (The Mountains of NEOM) will be an iconic, world-class destination, blending natural and developed landscapes and will offer unique experiences for residents and visitors alike. Located in the northwest of Saudi Arabia in the region of Tabuk just 50km from the coast, TROJENA will be a destination like no other on earth. Based upon the principles of eco-tourism facilities will include a folded vertical village, a lake with water sports and event facilities, high altitude ski village, observatory, world leading health and wellbeing facilities and a nature reserve which will be home to unique wildlife, heritage sites and exploration opportunities.
With over 3,600 hotel, 2,200 homes, 9 iconic buildings and 100 world class indoor and outdoor experiences Trojena will become the ultimate mountain destination. Bechtel will provide a full range of project management services to assist the delivery of this iconic destination. Position Summary Works independently to provide administrative and secretarial support of a responsible and confidential nature to help ensure the smooth functioning of a department or project. Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Anticipates changing priorities and problems. Responsibilities Perform a variety of secretarial/administrative/clerical duties of either a general or a specialized nature through research, analysis, and coordination with other functions and disciplines. Responsibilities entail use of judgment and initiative within guidelines of well-defined scope. Follow up to ensure completion of actions. Review deliverables and monitor quality to ensure that all documents conform to established standards and procedures. Assist employees with standard forms. Coordinate requests from client, manager(s), and in-house staff. Complete business independently as appropriate. Ensure coverage in absence. With an understanding of the project's goals and priorities and the managers commitments, compose and distribute complex correspondence using standard word processing systems or other software applications, in response to requests for department services answer inquiries from other departments, area offices, or outside entities. Prepare and proofread standard forms, correspondence, reports, etc. Assemble, copy, and distribute documentation packages. Receive, sort, and distribute mail process incoming and outgoing facsimiles, transmittals, and correspondence. Keep abreast of key issues, commitments, and priorities of manager(s). Research information and compile summary reports. Extract data from reference material, either semi-technical or non-technical in scope. Compile, analyze, and prepare or help prepare information for presentations, studies, or reports. Perform data entry to maintain logs and track documentation. Set up and/or maintain electronic and hard copy files. Determine action on important or emergent matters or know whom to contact in absence of manager(s). Independently anticipate problems / changing priorities and alert manager(s) as appropriate. Collect, review, and distribute incoming hard copy and electronic mail. Independently handle mail not requiring the managers attention. Review for accuracy and format outgoing documents that require the managers signature. May coordinate complex travel arrangements, including details of business plans. Prepare itineraries and expense reports. Coordinate meetings, arrange for facilities, equipment, and refreshments. Organize material for meetings, presentations, and training sessions. Prepare, collect, review, and distribute meeting agendas, information packets, and minutes. May operate a variety of audiovisual equipment in the presentation of programs, orientation, and conferences. Operate standard office equipment, including automation tools. Independently maintain a hard copy and/or electronic calendar for responsible manager(s). Maintain standard office supplies and standard forms. Work overtime as requested by management. Perform other duties as required by manager(s). Qualifications and Skills Basic Qualifications Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to essay proficiency. Must have excellent written and verbal communication skills, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment will be administered to essay proficiency. Required Qualifications Ability to operate standard office equipment. Knowledge of filing systems and common office procedures. Experience with answering manager or supervisor office telephones. Excellent oral and written communications skills. Effective communication, teamwork, and interpersonal skills required. Preferred Qualifications Must be proactive, have above average organizational skills, use individual initiative and follow assignments through to completion. Proven administrative capability including the ability to multitask while maintaining attention to detail and accuracy. Must be able to operate effectively in an extremely fast-paced, high-energy environment. Must be flexible and willing to shift gears and take on unexpected and/or unanticipated projects as needed. Must demonstrate a positive attitude and work effectively with all levels of internal and external customers. Must be able to effectively deal with abstract and sometimes ambiguous situations in a positive manner and adjust quickly to changing priorities. Knowledge of technical vocabularies and terminology common to the assignment preferred. Ability to extract, compile, and assemble data for the preparation of reports. Must be able to work with confidential material and maintain strict confidences. Operation of standard computerized systems and other information transmission systems. Demonstrated knowledge of filing systems and common office procedures. Basic to intermediate knowledge of Microsoft Visio desired.
Please speak with your Bechtel recruiter to determine what COVID-19 safety protocols apply to the work location for the job you are seeking. The protocols for the position may be different from those of your current work location and may include a vaccination or testing requirement. Should you be selected, you will be required to comply with the COVID-19 safety protocols of your new work location.
Bechtel's internal staffing policy includes the minimum time that you need to be in your current position before applying to a new position. Please refer to the applicable policy manual and ensure you meet the minimum requirements.
Per Policy 203-Internal Staffing, the Functional Manager of all internal Bechtel employees that are selected to proceed with an interview as part of Bechtel's internal recruitment process will receive a notification including the position title and corresponding Functional Lead.