Administrative Secretary

2 months ago

new delhi, India Bechtel Corporation Full time

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.

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.

Summary:

Works independently to provide comprehensive administrative and secretarial support of a highly accountable nature to help ensure the smooth functioning of senior managers of India Management /Project/Functional leadership. Assists them in their day-to-day activities and responsibilities including scheduling meetings, coordination for timely closure of various activities, 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:

A. Supervision Received

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

B. Supervision Exercised

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

C. Contacts

Employees and outside individuals in receiving calls and visitors, making travel/meeting arrangements, and executing other duties. Vendors, Clients, company management and jobsite personnel.

Essential Job Responsibilities:

Always maintains confidentiality of all information concerning this role. Provides secretarial/administrative assistance to assigned functions/functional managers/Projects. Keeps abreast of key issues, commitments, and priorities of assigned manager/Function. Performs special assignment that require comprehensive knowledge of administrative systems, processes, and procedures, with the ability to assess, 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. Organize and manage activities related to such visitors, both domestic & international. Manages various requests from client, manager, and in-house staff. Identifies action on important or emergency matters. Manages travel arrangements and the Travel Agency for the office, including visa applications, hotel bookings and other local logistics & local practices. Prepares itineraries and expense reports using Concur Travel/expense tool for the assigned Manager/Team. 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/Team. 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. Office seat / space planning and move coordination for the assigned team. Monitoring all follow-up actions required by manager, including action items from management staff meetings. Prepare Minutes of the Meeting and sharing/following up for action closure/update. Participates in the development of presentations. 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 etc. Update the office/team 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. Dealing with vendors/suppliers for various activities and processing of their invoices. 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. In-depth in MS Excel/MS word/Power point. Strong organizational and multi-tasking skills. General experience in all areas of document control. Professional telephone practices. Demonstrated knowledge of filing systems and common office procedures. Graduate, with at least 10 years of prior experience in administrative support to senior management/Multiple Functions.

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