Position Summary

This position is for an Administrative Assistant to provide support to the Infrastructure Business Development department.  The work location for this assignment is Reston, VA.  Relocation assistance is not authorized.

Provides a wide variety of administrative support services within departments and projects through research, analysis, and coordination with functional departments and disciplines.  Uses office automation tools.

 Responsibilities 

• Receives and screens phone calls and visitors and directs them to the appropriate parties.  Completes business independently as appropriate. Ensures coverage in absence.
• Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications.  Keeps abreast of key issues, commitments, and priorities of manager.  Often researches information and compiles summary reports.  Reviews accuracy and format of outgoing documents which require manager approval.
• Coordinates requests from client, manager, and in-house staff.  Determines action on important or emergency matters or knows whom to contact in absence of manager.  Maintains file of important matters for manager attention upon return.  Assists staff in certain procedures.
• Collects, reviews, and distributes incoming hard copy and electronic mail.  Independently handles mail not requiring manager attention.  Reviews outgoing mail to ensure accuracy and proper format.
• Coordinates complex travel arrangements, including details of business plans.  Prepares itineraries and expense reports.
• Coordinates meetings, arranging for facilities, equipment, and catering.  May prepare and distribute notices, agendas, information packets, and minutes.
• Independently maintains a hard copy or electronic calendar for responsible manager.
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel.
• Performs other assignments as assigned using applicable automation systems/software.  These assignments may include coordination of committee meetings and senior management meetings, preparation and control of budget and job-hour reports; coordination of special programs for the organization; administration of financial matters of a highly sensitive and confidential nature; acting as a manager delegate to meetings; and space planning and move coordination / automation coordination.

 Job Knowledge

• Excellent written and verbal communication skills.
• Thorough knowledge of grammatical rules, spelling, punctuation, and required formats.
• Technical vocabularies and terminology common to the assignment.
• In-depth knowledge of the Bechtel organizational structure, functions, and procedures.
• Strong organizational skills and the ability to prioritize administrative deliverables.
• Operation of Bechtel standard computerized systems and other information transmission systems.
• Effective leadership skills.
• Professional telephone practices.
• Demonstrated knowledge of filing systems and common office procedures.
• Experience with budget activities may be required.
• Ability to make decisions on matters that do not require management level involvement.

 Qualifications and Skills

Basic Qualifications

• Must have the right to work and remain in the United States without visa sponsorship.
• High School Diploma or GED 
• Must have minimum of 5 years office administrative/secretarial experience.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint.
• Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax.
• Must be able to always provide clear communication to other personnel in a professional manner.
• Must be able to perform multiple tasks while meeting deadlines.
• Must be willing and able to work overtime with little or no notice.

 Preferred Qualifications

• Previous Bechtel experience working as an administrative assistant/secretary.
• Current experience supporting senior level management
• Familiarity with Bechtel, and information management/records management requirements
• Working knowledge of InfoWorks
• Holds a current Certified Administrative Professional (CAP) or Certified Administrative Professional and Organizational Management (CAP-OM) certification.