Bechtel—Administrative Secretary

Job description

Description: Requisition ID: 296108 - Relocation Authorized: None - Telework Type: Full-Time Office/Project - Work Location: Chennai 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. Bechtel’s India offices support the execution of projects and services around the world. Working seamlessly with Bechtel’s global business units, project sites, customers, and suppliers, our teams have delivered more than 125 projects since 1994. With offices in Gurgaon, Vadodara, and Chennai there are exciting career opportunities for candidates who are passionate about delivering projects that make a lasting, meaningful difference for people and communities around the world. Job Summary: The Administrative Secretary will independently provide comprehensive administrative and secretarial support of a highly confidential, responsible, and accountable nature. The position supports the Bechtel Chennai Office Manager, Senior Managers, and Project Leadership. The role requires strong initiative, sound judgment, discretion, accuracy, and the ability to manage changing priorities in a professional office environment. Responsibilities include meeting coordination, workshop arrangements, presentation support, travel coordination, documentation, and day-to-day administrative support. Major Responsibilities: - Maintain strict confidentiality of all role-related information and sensitive business matters. - Provide professional administrative and secretarial support to assigned Manager(s), senior leaders, and project leadership. - Handle complex assignments requiring knowledge of company systems, processes, office procedures, and business protocols. - Coordinate visits of expatriates, senior officials, customers, and stakeholders, including logistics, meetings, transport, and event arrangements. - Screen calls, visitors, and incoming requests; determine priorities and route matters appropriately. - Draft, review, format, and distribute correspondence, reports, meeting notes, memoranda, and other business documents. - Track priorities, commitments, deadlines, and action items to support timely closure and effective follow-up. - Manage internal and external requests independently, ensuring prompt response and professional communication. - Oversee incoming and outgoing mail, records, and documents, ensuring proper tracking and filing. - Coordinate travel logistics including visas, hotel bookings, transport, itineraries, expense reports, and related documentation. Knowledge of Concur expense/travel management tool preferred - Schedule meetings, prepare agendas, coordinate meeting rooms, and document minutes or key discussion points as required. - Maintain calendars, expense settlements, travel systems, files, and administrative records with accuracy and discipline. - Provide proactive support in financial coordination, office administration, reporting, and tracking of assigned responsibilities. Education and Experience Requirements: - Graduate in any discipline. - Minimum 15 years of experience in administrative or secretarial support roles for senior management. - Experience in large multinational companies, Indian corporates, or multicultural work environments is preferred. Required Knowledge and Skills: - Excellent verbal and written communication skills in English and Tamil; knowledge of Hindi will be an added advantage. - Strong collaboration skills with a customer-centric and service-oriented approach. - Thorough knowledge of grammar, spelling, punctuation, professional correspondence, and business document formats. - Proficiency in Microsoft Excel, PowerPoint, Word, Outlook, file management, and general office productivity tools. - Knowledge of Power BI will be an added advantage. - Strong keyboarding, documentation, coordination, planning, and organizational skills. - Ability to work independently, prioritize multiple assignments, and maintain accuracy under time-sensitive situations. Total Rewards/Benefits: For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards Diverse teams build the extraordinary: As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent. We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy. Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to acesstmt@bechtel.com Skills: business protocols, english, office procedures, microsoft excel, office administration, travel management, power bi, written communication skills, project leadership, collaboration skills, concur