Administrative Secretary - Senior Management Support

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:

Works independently to provide comprehensive administrative and secretarial support of a highly accountable and confidential nature to help ensure the smooth functioning of Senior Managers of India Management team/Project leadership.  Assists them in their day-to-day activities and responsibilities including scheduling meetings, workshops and presentations. The role requires high degree of initiative, discretion, accuracy, judgment, knowledge of protocols and anticipation and working through changing priorities.

Major Responsibilities:

• Always maintains confidentiality of all information concerning this role. Provides secretarial/administrative assistance to assigned functions/functional managers/Projects. Performs special assignment that require comprehensive knowledge of administrative systems, processes, and procedures, with the ability to analyze, interpret, and make recommendations.
• Manages visits of expats and other senior officers to India with their staff on behalf of the assigned project/function leadership.
• With a thorough understanding of Bechtel’s organizational structure, functions, and procedures, receives and screens phone calls and visitors and directs them to the appropriate parties. Follows up to ensure action. Completes business independently as appropriate. Ensures coverage in absence.
• With an understanding of Bechtel's goals and priorities and of the assigned manager’s commitments, composes and distributes correspondence using Bechtel standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of assigned manager. Often researches information and compiles summary reports. Reviews for accuracy and format outgoing documents that require the manager’s signature.
• Manages requests from client, manager, and in-house staff. Identifies action on important or emergency matters or knows whom to contact in absence of assigned manager. Maintains file of important matters for the manager's attention upon return. Assists staff in certain procedures.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring the manager’s attention. Reviews outgoing mail to ensure accuracy and proper format. Follows up to ensure action.
• Manages travel arrangements, including visa applications, hotel bookings and other local logistics & local practices. Prepares itineraries and expense reports. Organizing and managing activities related to visitors, both domestic & international. 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. Independently anticipates problems and changing priorities; alerts manager(s) concerned.
  
  • 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
  • Acting as manager’s delegate to meetings
  • Space planning and move coordination/automation coordination
  • Monitoring all follow-up actions required by manager, including action items from management staff meetings.

Education and Experience Requirements:

• Graduate, with at least 8 years of prior experience in administrative support to senior management, including HR function.
• Experience with large MNCs/Indian corporates/Multicultural organization will be good
• Having an HR related degree would be considered an added advantage

Required Knowledge and Skills:

• Excellent oral and written communication skills
• Collaborative & Customer Centric
• Thorough knowledge of grammatical rules, spelling, punctuation, and required formats
• Proficient skills in keyboarding, word processing, and file maintenance
• Ability to handle a wide range of support activities inside HR departments, including: assist in creating policies, processes and documents
• Assist with day-to-day operations of the HR functions and duties
• Provide clerical and administrative support to Human Resources
• Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
• Coordinate HR projects (meetings, training, surveys etc) and take minutes
• Deal with employee requests regarding human resources issues, rules, and regulations
• Manage/co-ordinate New comers joining formalities, briefing, induction etc.
• Arrange for work space/laptop or any other similar
• Strong organizational and multi-tasking skills
• General experience in all areas of document control
• Operation of Bechtel standard computerized systems and other information transmission systems
• 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.