HSE Administrative Assistant

Bechtel Corporation•Houston, TX

2d•Onsite

About The Position

Provides administrative support to the Health, Safety & Environmental (HSE) team. Plans, controls, and carries out the administrative activities of one or more key result areas, e.g., document control, communications control, file administration, discipline support, or client administrative support. Implements established administrative procedures for the project and supervises assigned personnel, including daily assignment of tasks, training, and evaluations of progress. Prepares performance review of personnel in area of responsibility or provides input as directed by supervisor.

Requirements

Requires 2-4 years of related experience
Intermediate to advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. A skills test may be administered to determine proficiency.
Excellent oral and written communication skills. A skills test for grammar/spelling may be administered.
Demonstrated knowledge of administrative skills and automated applications
Experience in training and supervision of personnel
General experience in all areas of document control
Knowledge of Bechtel’s organizational structure, functions, and procedures
Demonstrated knowledge in one or more administrative function(s)
Strong organizational skills
Thorough knowledge of Bechtel standard computerized systems and other information transmission systems

Responsibilities

Performs routine to complicated administrative duties of a responsible and confidential nature, under minimal supervision
Handles routine and complicated items independently and anticipates problems and changing priorities
Duties require accuracy, judgment, a moderate degree of initiative, discretion, diplomacy, and knowledge of protocol; Works with confidential information
Maintains a file of important matters for the executive’s attention upon return
Anticipates changing priorities and problems, alerting the manager as required
Coordinates travel arrangements and travel itineraries; Prepares detailed expense reports using Concur or other expense report software as required
Composes routine correspondence for appropriate signature; Reviews outgoing correspondence to ensure accuracy and proper format; May be required to send documents to the client’s document management system
Assists in coordinating internal and/or external meetings, maintaining calendar for responsible manager using Outlook or other calendar software, as appropriate
Compiles and distributes conference notes and meeting minutes, and the action items that result from the conferences and meetings
Assigns document numbers and enters into Bechtel electronic document management system