Administrative Assistant - Design & Construction

Executive Assistant To The Deputy Commissioner And Associate Commissioner Of Design And Construction

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Serve as an Executive Assistant to the Deputy Commissioner and Associate Commissioner of Design and Construction

• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned
• Coordinate and monitor on-going projects, programs, and activities of interest and concern to Executives, and maintain contact with program management to ensure availability of accurate, up-to-date information
• Represent Deputy Commissioner and/or other Directors in meetings and workgroups, supporting their priorities. Provide Deputy Commissioner and/or Directors updates after meetings
• Anticipates issues, risk, and opportunities before they advise
• Plan, organize, and attend leadership meetings
• Manage agendas and ensure action items are captured, disseminated, and acted upon
• Prepare and/or edit reports, memos, materials, letters, correspondence and other documents and presentations. Ensuring that materials are concise, accurate and relevant to the audience
• Handles executive level scheduling of meetings, calls and conferences and serves as the gatekeeper, triaging all requests made to Executives
• Perform administrative functions such as managing calendars, scheduling of meetings, coordinating travel, assisting with planning meetings, set up of events
• Independently manage schedules and handle coordination
• Work collaboratively with the Executive Team
• Perform other office support activities
• Other special projects and duties as assigned

Here's what you'll need

• High School Diploma or GED equivalent
• Proficiency in Microsoft products including, but not limited to Word, Excel, Outlook, SharePoint, and PowerPoint
• Strategic thinking and organizational awareness
• Strong presence and influence
• Ability to synthesize complex information
• Exceptional organizational and execution skills
• Ability to thrive in a fast-paced, dynamic environment
• 1+ years working in the design and/or construction space (e.g. Design Engineer, Construction Contract Administration, General Contracting, Engineer in Charge, Landscape Architect, etc.), with exposure to the use of Master Specifications
• Previous experience working on Master Specification updates

Sponsorship is not available for this position.

The base salary range for this position is $48,880.00 to $53,040.00; though will be paid hourly based on hours worked. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Onsite employees are expected to attend a Jacobs Workplace on a full-time basis, as required by the nature of their role.

Your application experience is important to us, and we're keen to adapt to make every interaction even better. If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact the team via Careers Support.

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