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Administrative Secretary

2 weeks ago

Gurgaon, Haryana, India Bechtel Full time ₹ 12,00,000 - ₹ 36,00,000 per year

*Project Overview:*

Works independently to provide comprehensive administrative and secretarial support of a highlyaccountablenature 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 Summary:*

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.

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
  • Vendors, Clients, company management and jobsite personnel

*Major Responsibilities:*

  • Maintains strict confidentiality and provides comprehensive secretarial and administrative assistance to assigned functions, managers, and projects.
  • Manages calls, visitors, and correspondence independently, ensuring timely follow-ups and accurate documentation aligned with Bechtels standards.
  • Organizes domestic and international visits, travel logistics, visa processing, and expense reporting via Concur. Supervises travel agency operations and ensures timely MIS and reviews.
  • Schedules meetings, prepares agendas and minutes, manages calendars, and anticipates changes or issues proactively.
  • Handles incoming/outgoing mail, maintains key files, and ensures proper formatting and accuracy of documents requiring managerial attention.
  • Supports space planning, seat allocation, vendor coordination, invoice processing, and office documentation including org charts and business development materials.
  • Executes special tasks requiring analytical skills, prepares reports, presentations, and training materials, and may act as a delegate in meetings or as a training coordinator.

*Education and Experience Requirements:*

  • Graduate, with at least 10 years of prior experience in administrative support to senior management/Multiple Functions.

*Required Knowledge and Skills:*

  • 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.