Administrative Assistant - Insured Claims and Litigation / Risk Management
Bechtel Oil, Gas & Chemicals Incorporated, Reston, VA, United States
Administrative Assistant - Insured Claims and Litigation / Risk Management
Requisition ID:293827
Relocation Authorized:None
Telework Type:Part-Time Telework
Work Location: Reston, VA
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.
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 evaluated to assess 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.
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. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e‑mail their request to
acesstmt@bechtel.com .
#J-18808-Ljbffr
Requisition ID:293827
Relocation Authorized:None
Telework Type:Part-Time Telework
Work Location: Reston, VA
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.
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 evaluated to assess 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.
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. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e‑mail their request to
acesstmt@bechtel.com .
#J-18808-Ljbffr