Administrative Specialist

Requisition ID: 292667 

•  Relocation Authorized: None 
• Telework Type: Full-Time Office/Project 
• Work Location: Reston, VA

 

Extraordinary teams building inspiring projects:

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; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations. 

Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report. 

Job Summary:

Works as a team member to provide a full range of administrative support of a responsible and confidential nature to the NS&E Human Resources Manager, the General Manager for Nuclear Power, and their teams with an emphasis on protocol. Duties require accuracy, a high degree of initiative, exceptional organizational skills, discretion, confidentiality, and teamwork. Communicate effectively with senior management, clients, and coworkers. Independently anticipates problems and changing priorities and adjusts priorities accordingly while exercising judgment in resolution.  #LI-SNH 

Major Responsibilities:

• Screens phone calls and visitors; completes some business independently, refers some to other staff, forwards the most important to the executives, and follows up to ensure the appropriate action has been taken.
• Acts as a liaison between executives, senior management, and staff in coordinating internal company business affairs. May coordinate or personally handle requests from in-house teams. 
• Keeps abreast of key issues, commitments, and priorities for the executive and the company. Often researches information and compiles summary reports for the executive.
• Reviews accuracy and formatting of outgoing documents which require the executive's approval.
• Reviews, updates, and formats presentations. May require research and/or coordination with other departments to obtain content. Presentation material must be formatted for an audience at an executive level. 
• Reviews and distributes incoming hard copy and electronic mail. Responds independently to mail not requiring the executive's attention. Forwards, as appropriate, to department heads and follows up to ensure the appropriate action has been taken.
• Independently schedules and re-schedules appointments based on the executive's commitments and priorities. 
• Independently maintains an Outlook electronic calendar for the executives. Exercises initiative to support changing calendar needs.
• Coordinates complex (domestic and international) travel plans, passports and visas for the executive. This will include preparing detailed itineraries.
• Completes expense reports utilizing the Concur system for executive’s travel and reconciliation of expenses against monthly corporate credit card statement.
• Coordinates and organizes meetings (on and off site), conference calls and video conferences; arranges for facilities, equipment, and catering. This will include preparation and distribution of notices, agendas, information packets, and meeting minutes.
• Coordinates onboarding of new employees.
• Determines action on important or emergency matters or knows the person to contact in the executive's absence. Maintains file of important matters for the executive's attention upon return.
• Compiles information, analyzes, and prepares routine studies, correspondence, and reports as directed by the executive.
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