Project Admin Assistant - New Delhi, India - Bechtel

Bechtel

Verified Company

New Delhi, India

1 week ago

Posted by:

Deepika Kaur

beBee Recuiter

Description

Requisition ID: 268872

Relocation Authorized:

None:

Telework Type:

Full-Time Office/Project:

Work Location:
New Delhi

Company Overview

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

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.

We serve the Infrastructure; Nuclear, Security & Environmental; Energy, and Mining & Metals markets. Our services span from initial planning and investment, through start-up and operations.

Core to Bechtel are our values - ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants - integrity, respect, collaboration, trust, and delivery.

They are what we believe, what customers can expect, and how we deliver.

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

Supervision Received

Receives general operational direction from assigned manager(s). Selfstarter, requiring minimum guidance or supervision / works independently. Functionally reporting to Manager of Office services.

Supervision Exercised

May provide operational and/or functional support to other staff members on administrative matters.

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

outgoing documents that require the manager's signature.

Manages requests from client, manager, and in-house staff. Identifies action 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.

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 followup 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