Administrative Assistant - Insured Claims and Litigation - Risk Management

Title: Administrative Assistant - Insured Claims and Litigation / Risk Management

Location: Reston United States

Telework Type: Part-Time Telework 
Requisition ID: 293827 

Onsite

Job Description:

Relocation Authorized: None

• Telework Type: Part-Time Telework
• Work Location: Reston, VA

Extraordinary teams building inspiring projects:

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations.

Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report.

Job Summary:

This position is for an Administrative Assistant to support the Insured Claims & Litigation and Risk Management teams, while demonstrating a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy, and knowledge of processes and protocol. The work location for this assignment is Reston, VA. Relocation assistance is not authorized for this position.

This position is designated as part-time telework per our global telework policy and will require at least three days of in-person attendance per week at the assigned office or project. Weekly in-person schedules will be determined by the individual and their supervisor, in consultation with functional or project leadership. #LI-KL1

Major Responsibilities:

• Serve as Administrative Assistant for Insured Claims & Litigation and Risk Management teams
• Compose and distribute complex correspondence using Bechtel standard word processing systems or other software applications. Review accuracy and format of outgoing documents which require attorney signatures
• Maintain digital files of correspondence and other documents retained for business purposes. Develop and supervise implementation of office procedures, filing, and record-keeping systems
• Schedule meetings, coordinate videoconferencing needs, reserve rooms, arrange catering, and prepare and distribute materials for meetings
• Coordinate complex travel plans for attorneys. Prepare detailed itineraries, complete expense reports for travel, and reconcile expenses against monthly corporate credit card statement
• Collaborate with company personnel, external law firms, and vendors regarding documents and materials for pending claims and lawsuits
• Coordinate with internal litigation support group and external vendors regarding processing of records for outside counsel review and production
• Input, process, facilitate, and track payment of law firm and vendor invoices, including preparing reimbursement requests for such expenses; independently follow up with accounts payable regarding payment of invoices
• Accept, track, review, and distribute legal documents received via service of process
• Screen visitors and phone calls when attorneys are not at their desks.

Determine action on important or emergency matters and know who to contact in attorney absence.

• Continuous improvement mindset and willingness to pitch in and help.

Education and Experience Requirements:

• Minimum of 4-6 years of related experience.
• Associate degree or related technical training preferred.

Required Knowledge and Skills:

• Must have the right to work and remain in the United States without visa sponsorship.
• Minimum 6 years office administrative/secretarial experience; experience must have been obtained within past 7 years.
• Must be able to demonstrate intermediate proficiency using Microsoft Outlook, Word, and Excel. Skills assessments may be administered to evaluate proficiency.
• Must have experience arranging domestic and international travel, including coordination of visas and passports; experience must have been obtained within past 3 years.
• Advanced writing and grammatical skills to author correspondence requiring management signatures. Skills assessments may be administrated to evaluate proficiency.
• Ability to securely manage confidential information and communications.
• Strong organizational skills, initiative, and attention to detail.
• Demonstrated ability to work collaboratively in a team environment, including the ability to manage multiple assignments, to prioritize, and to progress assignments without constant oversight.
• Applicants must possess the ability to safely lift Bankers' boxes of documents from floor level to table height. These boxes are retrieved from storage and can contain dust.

Preferred Qualifications

• 3+ years of word processing or legal secretary experience at a law firm.
• Previous Bechtel experience working as an administrative assistant or secretary.
• Current Certified Administrative Professional (CAP) or Certified Administrative Professional with Organizational Management (CAP-OM) credentials.
• Familiarity with legal aspects of information and records management.

Total Rewards/Benefits:

For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards

Diverse teams build the extraordinary:

As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. 

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law.