Admin Assistant to Senior Management Team

Requisition ID: 298142 Relocation Authorized: None Telework Type: Full-Time Office/Project Work Location: Gdansk, PL Salary Range: 98,700 - 133,200 PLN annually (salary range is based on market data; final salary offered is determined by education, experience, and qualifications of the applicant.) 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 and Westinghouse Electric Company have partnered to deliver the first AP1000 nuclear power reactors in Poland for our customer, the Polish Entity Polskie Elektrownie Jadrowe (PEJ). Bechtel will be the Engineering, Procurement, and Construction (EPC) contractor for the project. As the EPC, our responsibilities will include providing the design for the Turbine Island and Balance of Plant as well as the construction of the entire facility. This is a one-of-a-kind opportunity, and we are looking for the talent that will help expand Poland’s nuclear base and build a strong and long-lasting energy future for generations to come. This position is subject to U.S. Department of Energy (DOE) regulations at 10 CFR Part 810 (Part 810), which govern the transfer of hardware, materials, and technology to support the construction and operation of commercial nuclear power plants overseas. Job Summary Works independently to provide a full range of administrative support of a responsible and confidential nature to assist the Senior Management Team (Project Manager/Deputy Project Manager) . The ability to work well in a team environment, keeping workload organized with changing priorities in a fast-paced environment. Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Work Schedule: Full time in the office 5 days a week 8 hours a day with (1/2 unpaid lunch) Work Hours: 8:00am to 4:30pm Major Responsibilities Provide Administrative Assistant to the Gdansk Project Management team Maintain the Managers calendar and his direct reports Maintain tracking system of correspondence and important matters for manager(s) to address, following up on necessary action items Assist with preparation of letters and documentation in support of the project and project employees Completes and submits the onboarding form Coordinate meetings arrange for conference rooms, equipment, and refreshments Request IT equipment for project personnel Schedules New Hire meetings with management personnel Assist in the New Hire Orientation meeting Maintain Gdansk organization chart for all groups Assist Facilities with parking passes Provide receptionist coverage during the absence of receptionist or upon request Greeting all guests, clients, vendors, subcontractors and consortium members in reception, directing them to meeting rooms, and determining refreshment preferences i.e. coffee, tea or water plus must deliver coffee, tea or water to our guests Ensure proper refreshment supplies are available along with ordering supplies as necessary Set up refreshments and clean up refreshments, as needed 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 Prepare, collect, review, and distribute meeting agendas, information packets, and meeting minutes Ability to operate a variety of audiovisual equipment in the presentation of programs, orientation, and conferences Purchase and perform credit card reconciliation for project supplies, publications, and services as needed by the HR department Coordinate travel arrangements and travel itineraries. Prepare expense reports using Concur or other expense report software, as appropriate Collect, review, and distribute incoming hard copies and electronic mail. Independently handle mail not requiring the manager’s attention. Review for accuracy. Format outgoing documents that require the manager’s signature Prepare and proofread standard forms, correspondence, reports, etc. Assemble, copy, and distribute documentation packages, presentations, etc. Review deliverables and monitor quality to ensure that all documents conform to established standards and procedures Keep abreast of key issues, commitments, and priorities of manager(s). Research information and compile summary reports. Extract data from reference material, either semi-technical or non-technical in scope. Compile, analyze, and prepare or help prepare information for presentations, studies, or reports. Perform data entry to maintain logs and track documentation Maintain and update distribution lists for email distribution. Determine action on important or emergency matters or know whom to contact in absence of the manager Independently anticipate problems / changing priorities and alert the manager as appropriate Arrange for special couriers (FedEx/DHL/etc.) and media services requests when necessary Perform timecard proxy as requested Perform special assignments as requested Work overtime as requested Education And Experience Requirements Bachelor's Degree or in lieu of a degree, a high school diploma or equivalent and two (2) years of related secretarial/administrative experience. Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint. A skills assessment may be administered to test proficiency. Must have excellent written and verbal communication skills, including (spelling, grammar, punctuation, and proper use of syntax). A skills assessment may be administered to test proficiency. Minimum Requirements Required Knowledge and Skills: Ability to operate standard office equipment. Knowledge of filing systems and common office procedures. Experience with answering manager or supervisor office telephones. Excellent oral and written communications skills. Effective communication, teamwork and interpersonal skills are required. Ability to follow instructions. Preferred Requirements Must be proactive, have above-average organizational skills, use individual initiative and follow assignments through to completion. Proven administrative capability including the ability to multitask while maintaining attention to detail and accuracy. 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. Ability to extract, compile, and assemble data for the preparation of reports. Demonstrated knowledge of filing systems and common office procedures. 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 providi