Project Administrative Assistant

Support one of the largest and diverse technical solutions providers in the world and have a hand in laying the foundation for human progress.

As an Administrative Assistant, in our Project Management/Construction Management group, you will provide support to one of the largest healthcare providers in Texas. Successful candidates must be able to multitask effectively, use independent judgment, and have the initiative to take on new tasks and challenges. Candidate will need to use experience-based judgment to evaluate situations and develop solutions. You will be expected to anticipate executives’ needs and ensure accountability. You’ll be accountable for managing and coordinating with corporate executive assistants in scheduling a complex calendar, coordinating conference rooms, travel, and meeting agendas in a fast-paced environment. We’ll rely on you to handle confidential information with a high degree of sensitivity when composing and preparing correspondence, meeting materials and handling personnel issues. You’ll be solution focused - take ownership of requests, identifying and analyzing problems with the ability to make recommendations for resolving them.

Job Responsibilities:

• Produce deliverables with a high degree of quality and efficiency

• Gather and track action items to be shared and distributed to team members with follow-up

• Provide administrative and logistic support to client management team for project meetings, including meeting agenda and meeting minutes

• Track and order office supplies for the client management team

• Maintain office inventory list, conference room calendars, project rosters, and project team vacation schedules

• Organize project events or meetings which may include ordering from catering services if needed for client management team

• Prepare all forms and obtain client agency approval related to client network access, office keys and badges

• Support Senior Project Controls Engineer and Senior Contract Administrator on invoices auditing, submittal log, and payment log

• Perform as the backup for the Document Control Specialist after training is completed.

• Maintain client’s team roster and project distribution matrix

• Additional duties and tasks assigned by client’s management team

****Must be willing to work onsite daily at client site.

If you’re up for the challenge join us and we will assist in continuing the development of your skills and exploring all that you can do across our global company, with opportunities to share your knowledge along the way.

Bachelor’s degree preferred; equivalent relevant work experience may be considered in lieu of a degree.

5+ years of experience in a similar role in a large engineering, construction, or facilities maintenance related organization * Advanced level computer skills in MS Office Suite: Word, Excel, Outlook, PowerPoint, and Teams (videoconferencing)

• Proven experience working with high-level clients, executives, government, and public officials on a regular basis

• Must demonstrate key competencies in the areas of communication - both written and verbal, planning and organizing, flexibility and adaptability, customer service, problem assessment and problem solving, attention to detail, and teamwork

• Must report to work, meetings and submit deliverables on time and reliably

• Must be capable of adjusting hours to accommodate reasonable needs of client

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

• Strong written and verbal communication skills, service-oriented and with the ability to proofread and edit others’ work.

• Ability to work well with cross functional teams and with internal partners

• Must be a solution-oriented team member with the ability to identify and solve issues that are within the control of the employee

Ideally, you’ll also have:

• Previous experience with a Top 500 Company

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Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.