Bechtel—Administrative Secretary (National Contract)

Job description

Description: Requisition ID: 292971 - Relocation Authorized: - Telework Type: Full-Time Office/Project - Work Location: Gurugram 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 Project Overview: 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 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 Bechtel’s 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 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: document control, office procedures, vendor coordination, concur, functional support, invoice processing, written communication skills, ms excel, accurate documentation, ms word, space planning