- Entry level
- No Education
- Salary to negotiate
Requisition ID: 215113
Position Title: Administrative Assistant to NS&E President (215113)
Location: Reston, VA
Relocation Authorized: None
Internal Candidate under Consideration: No
Posting Close: 12/17/2018
Work Authorization: Possess right to work in the US without sponsorship
Other Requirements: Pre-employment drug and alcohol screen, background check, and obtain badging
Works as a team member to provide a full range of administrative support of a responsible and confidential nature to the NS&E President and three (or more) NS&E Executives with an emphasis on protocol. Duties require accuracy, a high degree of initiative, exceptional organizational skills, discretion 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.
Job duties and responsibilities may include, but are not limited to:
Screens phone calls and visitors; completes some business independently, refers some to other staff, forwards the most important to the executive, and follows up to ensure the appropriate action has been taken.
Composes and distributes complex correspondence using Bechtel standard software applications.
Keeps abreast of key issues, commitments, and priorities for the executive and the company. May research information and compile summary reports for the executive.
Acts as a liaison between executive, senior management, and staff in coordinating internal company business affairs. May coordinate or personally handle requests from in-house teams.
Reviews accuracy and formatting of outgoing documents which require the executive's approval.
May review and format presentations.
Independently schedules and re-schedules appointments based on the executive's commitments and priorities.
Independently maintains an Outlook electronic calendar that includes Bechtel Partner and Executive-level meetings. 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 and reconciliation of expenses against monthly corporate credit card statement.
Coordinate transportation with Corporate Security when required.
Coordinates and organizes meetings (on and off site), conference calls and video conferences; arranges for facilities, equipment, and catering. This includes preparation and distribution of notices, agendas, information packets, and meeting minutes.
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.
Plans, prepares and organizes social outings or banqueting functions for client meetings, team meetings, awards luncheons, and retirement dinners.
Must be able to work effectively in an extremely fast paced, high energy environment.
Must be flexible and willing to take on unexpected and/or unanticipated assignments as needed.
Performs other assignments as assigned by the executive or by O&AS Management. These assignments may include:
Coordination of committee meetings and senior management meetings.
Coordination of executive hoteling needs.
Provide direction to other admins, when needed.
Must be a US citizen.
Must have a minimum of 7 years of office administrative/secretarial experience supporting senior level management. Experience must have been obtained within the past 10 years.
Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to test proficiency.
Must have excellent written and verbal communication skills, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment will be administered to test proficiency.
Must be confident to make decisions on matters that do not require management level involvement.
Must be able to independently anticipate problems, changing priorities, and alert management in a timely manner.
Effective leadership skills.
Excellent written and verbal communication skills, including thorough knowledge of grammatical rules, spelling, punctuation, and use of proper syntax.
About the company
Is the largest construction and civil engineering company in the United States, ranking as the 4th-largest privately owned company in the United States.