Administrative Assistant II

Requisition

• Relocation Authorized:
  None
• Telework Type:
  Part-Time Telework
• Work Location:
  Glendale, AZ

Independently provides administrative support to the Manager of IS&T, Corporate Systems and the Corporate Systems organization as well as Finance managers through research, analysis and coordination utilizing a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy and knowledge of protocol.

This position is designated as part-time telework per our global telework policy and may require at least three days of in-person attendance per week at the assigned office or project. Weekly in-person schedules will be determined by the individual and their supervisor, in consultation with functional or project leadership.

9/80 Work Schedule (Mon-Thur 9-hour workdays; Fri alternating 8-hour workday / day off)

• Screens all phone calls, visitors, and distributes incoming hard copy and electronic mail; uses discretion to determine which information can be handled independently, which should be routed to other staff, refers the most essential information to the manager and follows up to ensure the appropriate action has been taken. Acts as the liaison between the manager and staff in coordinating company business affairs;
  
  including requests from both internal and external customers.
• Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of the executive and the company. Researches information and compiles summary reports. Reviews accuracy and format of outgoing documents which require manager signatures. Arranges for special Couriers (Fed Ex/UPS/DHL/etc.) when necessary.
• Independently maintains electronic calendar for Manager of IS&T, Corporate Systems.
• Coordinates complex travel plans, passports and visas for manager, including: preparation of detailed travel itineraries, completing expense reports for manager travel, and reconciliation of expenses.
• Coordinates and organizes events, including: meetings (on and off-site), conference calls and video conferences, arranging for facilities, equipment, and catering, and other special activities and programs as needed. This will include preparation and distribution of notices, agendas, information packets, and meeting minutes.
• Determines action on important or emergency matters or knows the correct point of contact in the absence of the manager. Maintains record of important matters for manager's attention upon return.
• Develops and supervises the implementation of office procedures and of filing and record-keeping systems.
• Compiles information, analyzes, and prepares routine studies, correspondence, and reports as directed by the manager. Performs other assignments as needed using applicable automation systems/software.
• Provides timecard input or approval as a proxy for the manager.

• Must have minimum of 8 years' office administrative/secretarial experience, obtained within the past 10 years.
• Must have a minimum of 6 years' current experience supporting senior level management, obtained within the past 8 years.
• Must have a minimum of 5 years' experience arranging both domestic and international travel including coordination of visas and passports, obtained within the past 7 years.
• Must have a minimum of 5 years' experience managing executive calendars, including across multiple time zones, obtained within the past 7 years.

• Excellent written and verbal communication skills including thorough knowledge of grammatical rules, spelling, punctuation, and use of proper syntax.
• Extensive experience in all phases of administrative and secretarial functions.
• Experience working independently in a senior management environment.
• Must be able to organize and prioritize administrative deliverables, sometimes complex in nature, and demonstrate flexibility and poise when responding to unanticipated events.
• Experience with budget activities may be required.
• Must have experience in event coordination and arrangement of large meetings, including but not limited to: catering, working with other executive administrative support, interfacing with vendors, preparing meeting materials, etc.
• Must be able to demonstrate advanced to expert level proficiency in the Microsoft Suite of applications (Word, Excel, PowerPoint and Outlook).
• Must be able to maintain a positive and professional attitude; adapt to changing priorities and maintain composure under stress.
• Must be able to independently anticipate problems and changing priorities and make decisions on matters that do not require management level involvement. Must be willing and able to work overtime with little or no notice.

• Previous Bechtel experience working as an administrative assistant supporting a senior level executive.
• Operation of Bechtel standard computerized…