Administrative Secretary (Contractual)

Location

Delhi | India

Job description

• Relocation Authorized:None
• Telework Type:N/A

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 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 Dimensions:

A. Supervision Received

• Receives general operational direction from assigned manager(s)/Supervisor. Self-starter, requiring minimum guidance or supervision / works independently.
• Functionally reportingto 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. Keeps abreast of key issues, commitments, and priorities of assigned manager/Function.
• Performs special assignment that require comprehensive knowledge of administrative systems, processes, and procedures, with the ability to assess, interpret, and make recommendations.
• Managesvisits of expats and other senior officers to India with their staff on behalf of the assigned project/function leadership. Organize and manage activities related to such visitors, both domestic & international.
• Managesvarious requests from client, manager, and in-house staff. Identifiesaction on important or emergency matters.
• Managestravel arrangements and the Travel Agency for the office, including visa applications, hotel bookings and other local logistics & local practices. Prepares itineraries and expense reports using Concur Travel/expense tool for the assigned Manager/Team.
• 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.
• Performs other assignments as required using applicable automation systems/software.

These assignments may include but not limited to:

• Coordination of committee meetings and senior management meetings.
• Administration of financial matters of a confidential nature.
• Office seat / space planning and move coordination for the assigned team.
• Monitoring all follow-up actions required by manager, including action items from management staff meetings.
• Prepare Minutes of the Meeting and sharing/following up for action closure/update.
• Participates in the development of presentations.
• May prepare or provide input to daily work planning.
• Organize material for meetings, presentations, and training sessions.
• Helps coordinate furniture and space allocation, space planning etc.
• Update the office/team organization chart.
• May prepares reports and studies of an analytical nature, such as organization planning and workload forecasts to include charts and graphs.
• Performs special assignments as requested.
• May serve as the training coordinator for the office scheduling, tracking and planning training to include the preparation of training materials, readying training classroom, and ensuring instructors have required material and equipment prior to workshops.
• Dealing with vendors/suppliers for various activities and processing of their invoices.
• Other tasks and scope as requested by management team.

Job Knowledge, Qualifications and Experience:

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

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Salary