Provide a wide range of administrative support to President, Bechtel Energy Technologies & Solutions (BETS) and staff.  Duties include, but are not limited to the following:

• Coordinate meetings, reserve conference rooms, greet/escort guests, and make catering arrangements.  Prepare and distribute meeting notices, agendas, and information packets (if any). 
• Maintain calendars using Microsoft Teams.  Schedule Teams meetings/teleconferences based on knowledge of manager’s commitments and priorities
• Assist Manager in coordinating domestic and international travel (air and ground transportation) in accordance with Bechtel travel policies; prepare detailed itineraries; and complete traveler’s expense reports using Concur. Work with Corporate Travel (FCM) as needed.
• Organize off-site meetings.  Work with area hotels and catering services for group meetings and events that take place off-site. Research meeting place options.  Collect cost data and handle expenses associated with off-site hotel and catering.
• Prepare documents for Sr. Management review.  Obtain “wet signatures” on legal documents.  Scan electronic documents to appropriate shared folder or send to other entities as directed.
• Create and maintain Emergency Call Tree for H/R department
• Participate in the development of presentations and all-hands meetings using PowerPoint.
• Use BETS correspondence template to create letters or company correspondence to external individuals or entities. File correspondence electronically in department share drive.
• Prepare regular and special reports as requested.
• Update floor plan/staffing forecast to Facilities as required
• Track Bechtel Service Award anniversary dates for Manager and include recognition information in PowerPoint presentation for All-hands meeting.
• Pick up and distribute mail for BETS and Infrastructure group.
• Order office supplies and complete PCard expense reports monthly.
• Order and manage coffee pantry on floor.  Order pantry supplies as needed.
• Act as TimeCard Proxy for 15-30 employees.  Approve bi-weekly time records on behalf of Manager.
• Position will require in-office support for meetings and events.  Flexibility on TeleWork schedule is required and expected. 
• Other duties as assigned – includes occasional administrative assistance to Bechtel Infrastructure Manager and staff.

Basic Qualifications:

• Demonstrate knowledge of administrative functions.
• Intermediate level knowledge of Microsoft Word, Excel, Power Point, and Outlook.
• Must possess excellent verbal communication skills to deal with vendors, employees, and others internally and externally.
• Must be able to effectively interface with all levels of Bechtel management.
• Position requires ability to multi-task.  Must be able to track tasks and complete assignments on schedule.  Must be able to plan and execute work to meet deadlines.  Must be detail oriented and possess good organizational skills.
• Must be able to demonstrate a collegial work attitude.  Work sharing is often required as workload and deadlines shift.  Must operate in a team environment, and respond positively to requests for help and information.  Must be willing to accept direction from managers and assess priorities effectively.  Prefer candidates with a high level of energy and enthusiasm for interesting and challenging work.
• Experience in handling sensitive and confidential information.  Must exercise excellent judgement and maintain strict confidences.
• Must be able to work overtime with little notice if needed.

Preferred Qualifications

• Knowledge of Bechtel Organization:  A thorough knowledge of the Bechtel organization is highly desirable for this position