Administrative Secretary

Job 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). Self-starter, 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.

Major Responsibilities:

• 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 Bechtels 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 managers commitments, composes and distributes correspondence using Bechtel standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of assigned manager. Often researches information and compiles summary reports. Reviews for accuracy and format 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.
• Manages travel arrangements, including visa applications, hotel bookings and other local logistics & local practices. Prepares itineraries and expense reports.
• 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 follow-up actions required by manager, including action items from management staff meetings.

Education and Experience Requirements:

• Graduate, with at least 8 years of prior experience in administrative support to senior management, including HR function.
• Having an HR related degree would be considered an added advantage.

Required Knowledge and Skills:

• Excellent oral and written communication skills-English, and Hindi.
• Collaborative & Customer Centric.
• Thorough knowledge of grammatical rules, spelling, punctuation, and required formats.
• Proficient skills in keyboarding, word processing, and file maintenance.
• Strong organizational and multi-tasking skills.
• General experience in all areas of document control.
• Operation of Bechtel standard computerized systems and other information transmission systems.
• Professional telephone practices.
• Demonstrated knowledge of filing systems and common office procedures.
• Experience with large MNCs/Indian corporates/Multicultural organization will be good.
• Having hands-on experience with Concur expense management tool will be yet another advantage.