Administrative Assistant

Requisition ID: ‎257771
Requisition Posting End Date:
Bechtel National, Inc. (BNI), Bechtel 's government services business, is one
of the top Engineering, Procurement and Construction companies in the world.
Its successes include many large, first-of-a-kind projects in government site
management, environmental restoration, defense, space, energy, and national
and homeland security.

Project Information: Saudi Arabian Military Industries (SAMI) is a national
holding company owned ‎100% by the Public Investment Fund (PIF), a sovereign
wealth fund owned by the Kingdom of Saudi Arabia (KSA). SAMI was established
in May ‎2017 to develop the military industrial infrastructure necessary to
help the Saudi Vision ‎2030 aim of localizing military spending to at least ‎50%
by the end of the decade. It commenced operations in January ‎2018. SAMI is
working with numerous Original Equipment Manufacturers (OEMs) and local
contractors to establish the military industrial infrastructure across the
Kingdom. It is organized into ‎5 Divisions: Aeronautics, Defense Electronics,
Land Systems, Weapons & Missiles and Emerging Technologies; Naval interests
are covered within the Weapons & Missiles portfolio. Bechtel was contracted in
August ‎2020 to provide a Facility Management Team (FMT) to develop and
implement a Facility Masterplan to help align SAMI`s programs. This has led to
the opportunity to provide a Project Management/Construction Management
(PM/CM) team (approximately ‎90 strong) to manage the design and construction
of a major military industrial facility near Riyadh over the next ‎3-‎4 years.

Role Summary:

This role provides administrative support on the SAMI project. Performs a
variety of administrative duties in accordance with project procedures and
guidelines. Handles matters of a highly sensitive and confidential nature.
Duties require accuracy, a high degree of initiative, judgment, discretion,
diplomacy, and knowledge of protocol. Incumbent reports to the project Office
Manager and is part of the Office and Administration Services organization led
by the project Document and Information Manager. May direct the activities of
others. Coordinates and monitors workflow and quality of work within assigned
area.

Responsibilities may include, but are not limited to the following:
*
Reviews incoming communications, work orders, and service requests for subject
matter content and independently handles as appropriate or may route to
appropriate supervisor for attention. Composes routine correspondence, answers
inquiries from other departments, area offices, or outside entities.
Interfaces with other functional managers, and external entities.
* Acts as a liaison between executive and senior management and staff in coordinating internal company business affairs.
* Cross-trains other administrative personnel in professional or discipline-specific skills, techniques, and procedures.
* Keeps abreast of advances in relevant office automation technology, equipment, and software applications and systems.
* Manages and maintains multiple calendars and schedules; organizes material for meetings, presentations, and training sessions. May operate a variety of audiovisual equipment in the presentation of programs, orientation, and conferences.
* May assist in personnel activities, such as onboarding, employment administration, compensation administration, and employee development, by conducting specific studies, research, and analysis.
* Review deliverables provides input as required, and monitors quality to ensure that all documents conform to established standards and procedures.
* Coordinates physical layout, space requirements, and personnel moves including furniture, telephones, computers, and filing equipment.
* Compiles, analyzes, and prepares reports and studies of an analytical nature, such as organization planning and workload forecasts. Monitors and provides input to project tools and tracking systems as required.
* Welcomes and directs visitors and clients, arranges security clearance and temporary workplace environment.
* Utilizes software and applications to prepare deliverables such as reports, presentations, organization charts, etc.
* Registers, controls, distributes, transmits, files and archives project records using project EDMS.
* Plans and coordinates general office service needs (office supplies, equipment and automation, facility, etc.)
* Operates standard office equipment and automation tools.
* Arranges mail and courier services.
* Coordinates internal and external meetings, arranging facilities, equipment, conference calling services, catering, etc.
* Prepares and distributes memorandums, notices, agendas, information packets and meeting minutes as required.
* Assist in coordinating domestic/international travel (air and ground transportation) and associated arrangements.
* Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, conducting research (within skills and expertise) to assist with projects or inquiries, answering and transferring phone calls, screening when necessary.
* Performs other related duties as assigned.
Basic Qualifications:
*
Grade ‎23: Bachelor 's degree and one (‎1) year of administrative or secretarial
experience; or in lieu of a degree, five (‎5) years of relevant administrative
experience.
* Grade ‎24: Bachelor's degree and two (‎2) years of administrative or secretarial experience; or in lieu of a degree, six (‎6) years of relevant administrative experience.
* Advanced oral and written communication skills.
* Have strong team-working, interpersonal and customer service skills.
* Expert experience with the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook. A skills test may be administered to determine proficiency.
* Demonstrate a high degree of individual initiative, discretion, and diplomacy.
* Be able to organize and prioritize administrative deliverables.
* Advanced knowledge of grammatical rules, spelling, composition, and punctuation.
* Advanced analytical ability to build and maintain spreadsheets and presentations.
* Advanced skills in conference/meeting arrangements.
* Experience in preparation of meeting minutes and/or notes.
* Advanced skills in travel arrangements and coordination, both domestic and international.
* Ability to work additional hours as needed.
* Must be flexible and able to accept and quickly adapt to changes in workplace.

Preferred Qualifications:
*
Previous Bechtel experience working in an administrative or other relevant
role.
* Experience with participating in internal and external audits, surveillances, and assessments.
* Ability to extract, compile, and analyze non‑technical and semi‑technical data for complex reports.
* Demonstrated knowledge of all administrative functions including budget, manpower, and financial functions.
* Experience in working independently in a senior management environment.
* Skilled in word processing and composition, ability to perform intermediate mathematical calculations, and knowledge of common office processes and procedures.
* Knowledge of Bechtel's organization structure, functions, policies, and procedures, as well as industry and regulatory standards
* Knowledge of Bechtel's standard computerized systems and other information transmission systems.
* At least one (‎1) year experience using Aconex.
* Knowledge of technical vocabularies and terminology common to the assignment.
* Demonstration of Bechtel's "Zero Accident" philosophy through personal safe behavior/work practices.
* Knowledge of Six Sigma philosophy and activities.

ADDENDUM

Grade ‎24
*
Assists senior managers with a broad scope of decision-making.
* Maintains contact with senior management, clients, and jobsite personnel.
* Independently anticipates problems and changing priorities and changes priorities accordingly while exercising judgment in resolution, changes senior manager's schedules and commitments and alerts manager of these changes.
* Independently researches, analyzes, and prepares complex non-technical reports.
* Provides recommendations based on an analysis of information.
* Provides highly responsible support in matters of a confidential nature, with an emphasis on protocol.
* May supervise the work of other staff members.

Grade ‎23


* Provides specialized administrative support within a defined scope.
* Serves as assistant to manager with a broad scope of decision-making.
* Maintains contact with senior management, clients, and jobsite personnel.
* Provides highly responsible support in matters of a confidential nature, with an emphasis on protocol.
* Independently anticipates problems and changing priorities and changes priorities accordingly while exercising judgment in resolution, changes senior manager's schedules and commitments and alerts manager of these changes.
* Independently researches, analyzes, and prepares complex non-technical reports.
* Provides recommendations based on analysis of information.
Shaping tomorrow together
Bechtel is one of the most respected global engineering, construction,
and project management companies. Together with our customers, we deliver
landmark projects that foster long-term progress and economic growth. Since
‎1898, we 've completed more than ‎25,000 extraordinary projects across ‎160
countries on all seven continents. We operate through four global businesses:
Infrastructure; Nuclear, Security & Environmental; Energy; and Mining &
Metals. Our company and our culture are built on more than a century of
leadership and a relentless adherence to our values, the core of which are
safety, quality, ethics, and integrity. These values are what we believe, what
we expect, what we deliver, and what we live.
www.bechtel.com
Bechtel is an Equal Opportunity Employer. All qualified applicants will
receive consideration for employment without regard to race, color, religion,
sex, sexual orientation, gender identity and expression, age, national origin,
disability, citizenship status (except as authorized by law), protected
veteran status, genetic information, and any other characteristic protected by
federal, state or local law.
In accordance with the laws of Saudi Arabia, Bechtel has adopted mandatory
COVID-‎19 safety protocols for all work locations in the country. These
requirements may include vaccination and testing. Any and all offers of
employment with Bechtel in Saudi Arabia are expressly conditioned upon the
applicant 's willingness and ability to comply with all COVID-‎19 related
safety laws and Bechtel protocols in place at the time of a candidate's start
date. A candidate's failure or refusal to comply with such laws and protocols
renders an issued offer null and void.
This requirement cannot be waived by a recruiter, manager, or supervisor.
Your submission of an application for employment with Bechtel in Saudi Arabia
constitutes your understanding and acknowledgment of this express condition.