Administrative Assistant

Requisition ID : 280194

• Relocation Authorized : None
• Telework Type : Full-Time Office / Project
• Work Location : Toronto, ON

Extraordinary teams building inspiring projects :

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; Mining & Metals, and the Manufacturing and Technology markets.

Our services span from initial planning and investment, through start-up and operations.

Core to Bechtel is our Vision, Values and Commitments . They are what we believe, what customers can expect, and how we deliver.

Learn more about our extraordinary teams building inspiring projects in our Impact Report .

Project Overview :

Bechtel is seeking to recruit high quality project delivery professionals in Engineering, Construction, Project Controls and related disciplines to join our team in Canada.

Bechtel is currently growing our team working on a variety of new transportation and infrastructure projects in the Provinces of Quebec and Ontario, Canada.

Candidates are currently being sought in both Montreal, Quebec and Toronto, Ontario.

Job Summary :

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.

This job opportunity may be conditional, based upon the award of new projects and additional scope. #LI-KL1

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.
• Coordinates internal and external meetings, arranging for facilities, equipment, conference calling services and catering.
• Manage internal and external visitors by notifying security with names and expected arrival dates and times. Welcome and escort guests and arrange temporary workspace, as necessary.
• 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.
• 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.

• Compiles and distributes conference notes and meeting minutes, and the action items that result from the conferences and meetings .
• Assigns document numbers and enters into Bechtel electronic document management system, if required.

Education and Experience Requirements :

• Requires 2-4 years of related experience.
• Must have minimum of 2 years office administrative / secretarial experience supporting management. Experience must have been obtained within the past 5 years.
• Must be able to demonstrate intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.
• Must have the right to work and remain in the Canada without visa sponsorship.

Required Knowledge and Skills :

• Must have the right to work and remain in Canada without visa sponsorship.
• Must have experience arranging domestic and international travel. Experience must have been obtained within the past 3 years.
• Be able to demonstrate a high degree of initiative, discretion, confidentiality, diplomacy, professionalism and flexibility.
• Must be able to work with minimal day-to-day supervision.
• Willing and able to work overtime with little to no notice when needed.
• Proven ability to maintain the confidentiality of the strictest nature.
• A Skills test may be required to be completed for the successful candidate.
• Effective team player, with strong interpersonal and customer service skills.
• Ability to work flexibly and collaboratively across all levels of the organization.
• Demonstrated professional reception and telephone practices.
• Working knowledge of Bechtel's organizational structure, functions, and procedures.
• Advanced oral and written communication skills required.
• Advanced skill in Microsoft 365 (advanced Word, Excel, PowerPoint, Outlook and Teams) required.
• Advanced knowledge of common office procedures.
• Strong organizational skills required.
• Ability to perform basic mathematical calculations and conversions.
• Skills in conference / meeting arrangements.
• Ability to make travel arrangements and coordination in, both domestic and international.
• Experience in Concur.

Total Rewards / Benefits :

For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive.

Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth.

Learn more at Bechtel Total Rewards

Diverse teams build the extraordinary :

As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences.

This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably.

Click here to learn more about the people who power our legacy.

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.

Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to [email protected]