Administrative Secretary

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.

• 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.

• 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.

• 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.