Administrative Secretary

2 weeks ago

Delhi Delhi, India Bechtel Full time

**Requisition ID: 274932**
- ** Relocation Authorized: None**:

- ** Telework Type: N/A**:

- ** 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.

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.
- 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.
- 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.
- Manages various requests from client, manager, and in-house staff. Identifies action on important or emergency matters or knows whom to contact or how to resolve such queries. Maintains files/documents of important matters for the manager's attention.
- 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.
- Co-ordinate/Supervise Travel Agency for the smooth/on time dealing of all travel requirement for the office and ensure timely reporting / MIS / scheduled review meetings.
- 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/Team.
- Independently anticipates problems and changing priorities; alerts manager(s) concerned.
- Performs other assignments as required using applicable automation systems/software.

These assignments may include b

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