Administrative Assistant - Administrative Services Support

Administrative Coordinator

In this role, you will perform administrative duties that require proficiency, accuracy, judgement, initiative, discretion, and knowledge of protocol. You will handle both routine and complicated items, such as coordinating travel, preparing expense reports, and composing correspondence. Your ability to anticipate problems and changing priorities will help bring efficiency and organization to your team.

Major 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
• Coordinate meetings arrange for conference rooms, equipment, and refreshments.
• Organize material for meetings, presentations, and training sessions.
• Organize presentations and training material on the share drives while maintaining version control.
• Maintain professional appearance of conference rooms. Replenish supplies, as needed.
• Coordinate service awards luncheons and dinners
• Ability to operate a variety of audiovisual equipment in the presentation of programs, orientation, and conferences.
• Maintain and update distribution lists for email distribution.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment will be administered to test proficiency.
• 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
• Order catering for meetings and confirm that after meeting the conference room is ready for the next meeting
• 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, prepares documents, and transmits documents so that they can be entered e into Bechtel electronic document management system
• Assists with ML2 Construction Badging for visitors and new hires
• Assists with Area Access Requests
• Maintains departmental forms, databases, and tracking tools.
• Order Supplies for designated areas
• Provide timecard input or proxy for the project manager and / or team, as required.
• Prepare and proofread standard forms, correspondence, and reports.
• Assemble, copy, and distribute documentation packages.
• May coordinate project seating requirements.
• Work closely with IS&T to assure that employees have access to computers and shared drives.

Education and Experience Requirements :

Required Knowledge, Skills, and Abilities :

Position Details :