Administrative Secretary

Job Summary:

• The Administrative Secretary will independently provide comprehensive administrative and secretarial support of a highly confidential, responsible, and accountable nature. The position supports the Bechtel Chennai Office Manager, Senior Managers, and Project Leadership.
• The role requires strong initiative, sound judgment, discretion, accuracy, and the ability to manage changing priorities in a professional office environment. Responsibilities include meeting coordination, workshop arrangements, presentation support, travel coordination, documentation, and day-to-day administrative support.

Major Responsibilities:

• Maintain strict confidentiality of all role-related information and sensitive business matters.
• Provide professional administrative and secretarial support to assigned Manager(s), senior leaders, and project leadership.
• Handle complex assignments requiring knowledge of company systems, processes, office procedures, and business protocols.
• Coordinate visits of expatriates, senior officials, customers, and stakeholders, including logistics, meetings, transport, and event arrangements.
• Screen calls, visitors, and incoming requests; determine priorities and route matters appropriately.
• Draft, review, format, and distribute correspondence, reports, meeting notes, memoranda, and other business documents.
• Track priorities, commitments, deadlines, and action items to support timely closure and effective follow-up.
• Manage internal and external requests independently, ensuring prompt response and professional communication.
• Oversee incoming and outgoing mail, records, and documents, ensuring proper tracking and filing.
• Coordinate travel logistics including visas, hotel bookings, transport, itineraries, expense reports, and related documentation. Knowledge of Concur expense/travel management tool preferred
• Schedule meetings, prepare agendas, coordinate meeting rooms, and document minutes or key discussion points as required.
• Maintain calendars, expense settlements, travel systems, files, and administrative records with accuracy and discipline.
• Provide proactive support in financial coordination, office administration, reporting, and tracking of assigned responsibilities.

Education and Experience Requirements:

• Graduate in any discipline.
• Minimum 15 years of experience in administrative or secretarial support roles for senior management.
• Experience in large multinational companies, Indian corporates, or multicultural work environments is preferred.

Required Knowledge and Skills:

• Excellent verbal and written communication skills in English and Tamil; knowledge of Hindi will be an added advantage.
• Strong collaboration skills with a customer-centric and service-oriented approach.
• Thorough knowledge of grammar, spelling, punctuation, professional correspondence, and business document formats.
• Proficiency in Microsoft Excel, PowerPoint, Word, Outlook, file management, and general office productivity tools.
• Knowledge of Power BI will be an added advantage.
• Strong keyboarding, documentation, coordination, planning, and organizational skills.
• Ability to work independently, prioritize multiple assignments, and maintain accuracy under time-sensitive situations.