Administrative Assistant

2 days ago


المملكة العربية السعودية, Saudi Arabia Bechtel Full time

**Requisition ID**:257771**

**Requisition Posting End Date**:
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.

**Project Information**: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. SAMI is working with numerous Original Equipment Manufacturers (OEMs) and local contractors to establish the military industrial infrastructure across the Kingdom. It is organized into 5 Divisions: Aeronautics, Defense Electronics, Land Systems, Weapons & Missiles and Emerging Technologies; Naval interests are covered within the Weapons & Missiles portfolio. 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.

**Responsibilities may include, but are not limited to the following**:

- 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.
- 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.
- Review 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.
- 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 com



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