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Job Field: Legal Jobs
Location: San Francisco, CA
Salary: $Not stated

JOB SUMMARY:

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<tr><td valign="top" width="450"><b>Requisition ID:52128- Organization: Svc - IS&T- Location: San Francisco,CAJob Overview:Fast-paced Information Systems & Technology (IS&T) Group seeks an experienced Administrative Assistant to support the Senior Vice President/Chief Information officer and provide assistance to other members of the team as needed. The successful candidate in this role must be comfortable juggling several projects at once and possess strong organization skills. The assistant will be managing calendars, coordinating internal and external meetings, and providing a high level of service to the department''s internal and external customers. The administrative assistant is often the first contact into the department with internal and external colleagues and therefore must possess a professional and friendly demeanor and have excellent interpersonal skills. Must also exercise a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, and accuracy and knowledge of protocol.The work location for this position is San Francisco, CA. Relocation assistance is not authorized for this assignment.Job duties and responsibilities may include, but are not limited to:- Serve as administrative assistant to the manager of IS&T and provide a high level of administrative support to the manager and, as needed, other members of the team.- Receive and screen incoming telephone calls consisting of calls from other executives, vendors, employees and senior leaders of other companies.- Complete business independently as appropriate.- Interface with senior level management and staff, various departments and personnel throughout Bechtel and customer organizations when required for the completion of assigned tasks.- Develop and maintain desktop procedures and ensure coverage in absence from office. Guide the implementation of office procedures, filing and record-keeping systems.- Manage the supervisor''s calendar with complete authority for commitments of time.- Prepare meeting/briefing documents for the manager to assist in meeting preparation.- Handle complex domestic and international travel scheduling and planning, including air, hotel, and other transportation.- Establish and maintain files and filing system for manager.- Coordinate with other managers in IS&T to ensure timely submission of performance appraisals, awards, personnel actions for approval, required training.- Maintain the flow and quantity of clerical work to assure the timely accomplishment of assigned workload. Suggest changes in workflow and methods, priorities, procedures, etc.- Make necessary arrangements for conferences and meetings, including all meeting and event logistics, including coordination and organization of meetings, conference calls and video conferences.- Arrange for facilities, equipment, and catering (to include off-site meetings).- Serve as the recorder for select meetings with the team and take minutes/notes at meetings as needed- Maintain team Action Items report; manage content, distribution and schedule completion.- Collect and distribute incoming hard copy and electronic mail. Independently handle mail not requiring manager attention.- Compile information; analyze and prepare routine studies, correspondence, and reports as directed by manager.- Arrange for Special Couriers (FedEx/UPS/DHL/etc.) and Media Services requests when necessary.- Keep abreast of key issues, commitments, and priorities of manager.- Determine action on important or emergency matters. Know whom to contact in absence of manager and maintain files for the manager attention upon his/her return.- Order stationery, business cards and other office supplies as requested for work team.- Provide timecard input as proxy for department/project employees when they are unable to complete on their own.- Work with the facilities planners to coordinate floor space and employee office moves.- Perform other assignments as assigned using applicable automation systems/software. These assig

KEY REQUIREMENTS:

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Not stated