Bechtel Corporation Administrative Assistant -Sydney in Sydney, United States

Requisition ID: 209748

Role Overview

Independently provides administrative support to the team/project/manager, through research, analysis and coordination with other team members, while exercising a high degree of initiative,

discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy and knowledge of protocol.

Work Location: Sydney, Australia. Relocation assistance is NOT offered for this assignment.

Job duties and responsibilities may include, but are not limited to:

  • Must have advanced writing and grammatical skills to author correspondence requiring management signatures. Skills assessments may be administrated to test proficiency level.

  • Update the department or project Website, organization chart and personnel roster

  • Coordinate and/or personally handle requests from customers, manager, and in-house work team.

  • Arrange for Special Couriers (FedEx/UPS/DHL/etc.) and Media Services requests when necessary

  • Develop and maintain desktop procedures and ensure coverage in absence from office. Guide the implementation of office procedures, filing and record-keeping systems.

  • Manage visitors by notifying security with names and expected arrival dates and times. Welcome and escort guests.

  • 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.

  • 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.

  • Receives and screens phone calls and visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence.

  • Independently maintains a hard copy or electronic calendar for responsible manager.

  • Ability to work in an integrated team (Client and Bechtel)

  • Perform other assignments as assigned using applicable automation systems/software. There assignment may include: ◦Coordination of committee meetings and senior management meetings

◦Preparation and control of budget and job hour reports

◦Coordination of special programs for the organization

◦Administration of financial matters of a highly sensitive and confidential nature

◦Acting as manager delegate to meetings

◦Space planning and move coordination/automation coordination

Basic Qualifications:

  • Must have the legal right to work and remain in Australia without sponsorship.

  • Must previous related office administrative/secretarial experience, obtained recently.

  • Must have experience arranging domestic and international travel, including coordination of visas and passports. Experience must have been obtained within the past 3 years.

  • Must be able to demonstrate advanced proficiency using Microsoft Excel, Outlook, PowerPoint, and Word.

  • Must be able to manage an executive Calendar using Outlook. Skills assessments may be administered to test proficiency levels.

  • Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.

  • Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax. Skills assessments may be administered to evaluate proficiency.

  • Must have experience coordinating events and/or making arrangements for large meetings.

  • Must be willing and able to work overtime with little or no notice.

Preferred Qualifications:

  • Previous Bechtel experience working as an administrative assistant/secretary.

  • Working knowledge of electronic document management system

  • Familiarity with legal aspects of information management/records management.

  • In depth knowledge of Bechtel organizational structure, functions and procedures.

Shaping tomorrow together

Bechtel is among the most respected engineering, project management, and construction companies in the world. We stand apart for our ability to get the job done right—no matter how big, how complex, or how remote. Bechtel operates through four global business units that specialize in infrastructure; mining and metals; nuclear, security and environmental; and oil, gas, and chemicals. Since its founding in 1898, Bechtel has worked on more than 25,000 projects in 160 countries on all seven continents. Today, our 53,000 colleagues team with customers, partners, and suppliers on diverse projects in nearly 40 countries.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.