Administrative Assistant

Bechtel is among the most respected engineering, project management, and construction companies in the world. We stand apart for our ability to get the job done right no matter how big, how complex, or how remote. Bechtel operates through four global business units that specialize in infrastructure; mining and metals; nuclear, security and environmental; and oil, gas, and chemicals.

This position is for an Administrative Assistant to provide support to the Edmonton project. The work location for this assignment is Edmonton, Canada. Relocation assistance is not authorized for this position. Provides one or more of a wide variety of administrative support services within departments and projects through research, analysis, and coordination with functional departments and disciplines. Uses office automation tools.

**General Admin tasks:** - Receives and screens phone calls and visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence. - Composes and distributes complex correspondence using standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of manager. Often researches information and compiles summary reports. Reviews accuracy and format of outgoing documents which require manager approval. - Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager. Maintains file of important matters for manager attention upon return. Assists staff in certain procedures. - Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format. - Coordinates meetings, arranging for facilities, equipment, and catering. May prepare and distribute notices, agendas, information packets, and minutes. - Independently maintains a hard copy or electronic calendar for responsible manager. - Develops and guides the implementation of office procedures and of filing and record-keeping systems. - May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel. - Performs other administrative or clerical duties as assigned. **Labor Relations tasks:** - Assist with dispatch/orientation process of craft. - Prepare requisitions. - Take calls from employees as dispatched. - Confirm eligibility to work on site. - Arrange pre-access tests where required. - Deal with testing lab to receive test results. - Coordinate scheduling of orientations (cross-functional LR/HR/HSE function). - Assist timekeeper with sign-on/confirmation of training and qualifications/ data entry of training and certs in e-track. - Ensure new Project employees complete the necessary paperwork and it is submitted to Payroll or appropriate team. - e-track: - Update craft training matrices in etrack. - Run reports-training, absenteeism, work days, hours, OT. - Update site bans and restrictions. - Manage lay-off and termination documentation from contractors. - General Record keeping and file maintenance (hard copies and electronic). - Develop forms and templates. - Assist in coordinating liaison committee meetings and labor-management meetings - Compile information. - Assist in preparation of documents and presentations. - Assist in process improvement.

**Basic Qualifications:** - Must have the right to work and remain in the Canada without visa sponsorship. - Must have minimum of 5 years’ office administrative/secretarial experience. Experience must have been obtained within the past 7 years. - Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency. - Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax. Skills assessments may be administered to evaluate proficiency. - Must be willing and able to work overtime with little or no notice. - Must be able to provide clear communication to other personnel in a professional manner at all times. - Must be able to perform multiple tasks while meeting deadlines. **Preferred Qualifications:** - Previous Bechtel experience working as an administrative assistant would be considered an asset. - Current experience supporting senior level management. - Familiarity with Bechtel, and legal information management/records management requirements. - Holds a current Certified Administrative Professional (CAP) or Certified Administrative Professional and Organizational Management (CAP-OM) credential. - Working Knowledge of Aconex.