Administrative Secretary ( Contractual )

Supervision Received

• Receives general operational direction from assigned manager(s)/Supervisor. Self-starter, requiring minimum guidance or supervision / works independently. Functionally reporting to Manager of Office services.

Supervision Exercised

• May provide operational and/or functional support to other staff members on administrative matters.

Contacts

• Employees and outside individuals in receiving calls and visitors, making travel/meeting arrangements, and executing other duties
• Vendors, Clients, company management and jobsite personnel

• Maintains strict confidentiality and provides comprehensive secretarial and administrative assistance to assigned functions, managers, and projects.
• Manages calls, visitors, and correspondence independently, ensuring timely follow-ups and accurate documentation aligned with Bechtels standards.
• Organizes domestic and international visits, travel logistics, visa processing, and expense reporting via Concur. Supervises travel agency operations and ensures timely MIS and reviews.
• Schedules meetings, prepares agendas and minutes, manages calendars, and anticipates changes or issues proactively.
• Handles incoming/outgoing mail, maintains key files, and ensures proper formatting and accuracy of documents requiring managerial attention.
• Supports space planning, seat allocation, vendor coordination, invoice processing, and office documentation including org charts and business development materials.
• Executes special tasks requiring analytical skills, prepares reports, presentations, and training materials, and may act as a delegate in meetings or as a training coordinator.

• Graduate, with at least 10 years of prior experience in administrative support to senior management/Multiple Functions.

• Excellent oral and written communication skills
• Thorough knowledge of grammatical rules, spelling, punctuation, and required formats
• Proficiency in Microsoft Applications. In-depth in MS Excel/MS word/Power point
• Strong organizational and multi-tasking skills
• General experience in all areas of document control
• Professional telephone practices
• Demonstrated knowledge of filing systems and common office procedures.