Administrative Assistant

12 سبتمبر، 2022

0 3 4 دقائق

الوصف الوظيفي

Requisition ID: 261254

Relocation Authorized: National – Single
Telework Type: Full-Time Office/Project
Work Location: Riyadh

About Bechtel:

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers’ objectives to create a lasting positive impact.

We serve the Infrastructure; Nuclear, Security & Environmental; Energy, and Mining & Metals markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel are our values – ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants – integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

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.

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. 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.
It is expected that the successful candidate will be located at the construction site during the duration of the project.

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.
Reviews 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