Project Administrative Assistant

Bechtel•Houston, TX

1d•Onsite

About The Position

As part of the Project Team under the direction of the Project Manager, performs a broad range of administrative responsibilities requiring accuracy, sound judgment, initiative, discretion, and knowledge of protocol. The position supports both routine and complex activities, including coordinating travel, preparing expense reports, and drafting professional correspondence. Success in this role requires the ability to anticipate issues, manage changing priorities, and contribute to the overall efficiency and organization of the team.

Requirements

Bachelor’s Degree from an accredited University and 1 year of relative work experience or 6 years of related work experience in lieu of degree.
Intermediate to advanced skills in Microsoft Office Suites.
Working knowledge of SharePoint.
Working knowledge of Visio.
Working knowledge of Teams.
Working knowledge of Concur.
Excellent oral and written communication skills.
Strong organizational skills with attention to detail.
Experience interfacing with management and customers.
Professional demeanor.
Able to handle confidential information.
Working knowledge of Aconex or other electronic document management system.
Must be able to work independently.
Ability to work overtime on short notice as required.

Responsibilities

Maintain a hard copy or electronic calendar for manager(s).
Independently schedule and reschedule appointments based on manager’s commitments and priorities providing adequate detail to individual items.
Meet regularly with manager(s) to stay informed of key issues and coordinate workload priorities.
Coordinate requests from clients, mangers, and in-house staff, determining action on important or emergency matters or directing then to the necessary contact in absence of manager.
Coordinate travel arrangements (domestic and international) and prepare detailed itineraries.
Manage expense reports through Concur.
Organize facilities and catering for conferences, meetings, training, or employee events.
Create, organize, and distribute presentations or materials needed for meetings.
Coordinate special activities and programs with manager’s input and approval.
Compose routine correspondence for appropriate signature.
Process project correspondence, conference notes, & meeting minutes.
Assist with internal moves and space changes.
Collect, review, and distribute hard copy and electronic mail. Independently handles mail not requiring manager’s attention.
Use Enterprise Content Management System (ECMS) to electronically process project records.
Order supplies and other items as required.
Other duties assigned by manager(s).