Administrative Assistant

Requisition ID: 275975

Relocation Authorized: None

Telework Type: Full-Time Office/Project

Work Location: Oak Ridge, TN

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; Oil, Gas & Chemicals; 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.Project Overview:Bechtel National, Inc. (BNI), Bechtel’s government services business, is one of the top providers to departments and agencies of the U.S. and British governments. Its successes include many large, first-of-a-kind projects in government site management, environmental restoration, defense, space, energy, and national and homeland security. This position will provide support to the Uranium Processing Facility (UPF) located at the Y-12 National Security Complex in Oak Ridge, Tennessee.UPF is a multi-year, multi-billion dollar project and will be a first-of-its-kind complex for enriched uranium operations in support of Y-12 missions. UPF is one of the Department of Energy’s largest investments in Tennessee since the Manhattan Project and one of the National Nuclear Security Administration’s largest construction projects. When complete, UPF will: replace a 70-year-old facility with modern buildings, reduce operational costs and energy consumption, improve worker safety, and provide enriched uranium capabilities well into the future.The UPF project works a 4/10s schedule and may be changed to support project needs. Start times are flexible but the standard work week is: Monday Thursday 7:00 am to 4:30 pm. The work location includes onsite construction facilities as well as offsite office facilities, position can be assigned to any work location and can be changed to support project need.Eligibility for this position requires US citizenship; successful candidate must provide proof of US citizenship in order to obtain badge access to the site. Candidate must complete security questionnaire and successfully clear site access requirements check. All employees are subject and agree to random drug and alcohol testing as a condition of employment. Must be able to obtain a security clearance, as applicable.Position Summary:Works independently to provide administrative support of a responsible and confidential nature to help ensure the smooth functioning of a department. Duties require accuracy, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Anticipates changing priorities and pro-actively works to resolve issues. Handles matters of a highly sensitive and confidential nature.Responsibilities:

Provide administrative support for vacant UPF administrative positions. Adaptability required to easily move between positions as needed.

Keep abreast of key issues, commitments, and priorities of manager(s). Research information and compile summary reports. Extract data from reference material, whether semi-technical or non-technical in scope. Compile, analyze and prepare or help prepare information for presentations, studies, or reports.

Maintain files of important matters for manager’s attention.

Responsible for monitoring all follow-up actions as required by management.

Coordinate complex travel arrangements and travel itineraries. Prepare detailed expense reports utilizing Concur or other expense software.

Coordinate and organize meetings, conference calls and video conferences; arrange for conference rooms, and equipment as needed. Prepare, collect, review, and distribute meeting agendas, information packets and taking of meeting minutes. May operate a variety of audiovisual equipment.

Review deliverables and monitor quality to ensure that all documents conform to established standards and procedures. Documents must be formatted for an executive level audience.

Screen phone calls and visitors. Independently complete requests as needed, refer appropriate requests to other staff members, forward appropriate requests to management.

Create and maintain logs and track documentation. Set-up and/or maintain electronic and hard copy files.

With an understanding of UPF’s goals and priorities and the manager’s commitments, compose and distribute complex correspondence using provided software applications.

Independently anticipate problems / changing priorities and alert manager as appropriate.

Independently schedule and reschedule appointments on the basis of the manager’s commitments and priorities.

Determine action on important or emergency matters or know whom to contact in absence of manager(s).

Accurately maintain UPF employee data for your department, tracking and providing reminders to employees as needed. This data may include badging, training, and data entry required by HR and O&AS.

Use of individual judgement and initiative in relation to assigned tasks.

May handle highly sensitive, business proprietary information.

Must be able to work effectively in an extremely high-paced, high-energy environment.

Must be flexible and willing to adjust to changing priorities.

Ensure administrative coverage during absences.

Operate standard office equipment, including automation tools.

Keep abreast of advances in relevant office automation technology, equipment, and software applications.

Ability to work additional hours as needed.

Perform other tasks as assigned by lead and managers.

Qualifications and SkillsBasic Qualifications:

High school diploma or equivalent and five years of relevant experience.

Must be a US citizen.

Must be able to complete and pass a pre-employment drug screen and background check which includes verification of employment and education.

Must be able to obtain site security badge for access to work site.

Additional Qualifications:

Must be able to demonstrate intermediate to advanced proficiency in the Microsoft 2016 suite of products (Word, Excel, Outlook and PowerPoint). A skills assessment will be administered to test proficiency.

Must have excellent written skills, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment will be administered to test proficiency.

Must have excellent verbal communication skills; must be able to effectively communicate with project team members.

Demonstrated knowledge of administrative functions (office equipment, answering manager’s phones, filing systems and common office procedures).

Must be able to demonstrate professionalism and be able to interact with all levels of the organization.

Effective communication, teamwork, and interpersonal skills.

Must be able to maintain confidentiality and exercise a high degree of individual discretion, diplomacy, judgement, and accuracy.

Must be detail oriented.

Must be proactive, have above average organizational skills, use individual initiative, and follow assignments through to completion.

Demonstrate ability to maintain high quality work products in a fast-paced, high energy environment.

Must be flexible and willing to shift gears and take on unexpected and/or unanticipated projects as needed.

Must demonstrate a positive attitude and work effectively with all levels of internal and external customers.

Must be able to effectively respond to changing priorities.

Ability to extract, compile, and assemble data for the preparation of reports/presentations.

Ability to produce meeting minutes and coordinate executive-level meetings.

Must be willing and able to work overtime with little or no notice.

#LI-TN1Shaping tomorrow togetherBechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we’ve completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through five global businesses: Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals; and Manufacturing & Technology. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.www.bechtel.comBechtel 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. Bechtel employees are required to be vaccinated for COVID-19 or show proof of a negative test result prior to accessing Bechtel sites/facilities to the extent required by applicable law or by customer requirements.