Administrative Assistant

Administrative Assistant

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.

Our team in Chicago, IL is looking to add an Administrative Assistant in support of a multi-billion-dollar airport capital Redevelopment Program. The redevelopment will occur in the middle of an active airport. The existing terminal and concourses will remain operational while the new facility is built in place in a phased approach. This position allows for the opportunity to be a major contributor to the growth of one of the busiest airports in the world as part of the program management team. The position will report directly to Senior Office Manager.

Responsibilities:

• Provide administrative support to project managers and staff
• Prepare and distribute memorandums, letters, and forms
• Gather, track, and report on information relevant to project assignments
• Badge coordination duties, including but not limited to:
• Obtain and maintain yearly Badge Signatory training
• Provide information to employees about ID Badge policies including any updates that occur
• Prepare and coordinate Letter of Intent and Employee Information and Authorization Form for Contractors
• Attend meetings, as needed, to explain the badging process to new Contractors
• Monitor ID Badge reports, research and obtain access codes
• Quality check badge applications for accuracy and completeness and obtain Tenant signature
• Create and maintain files and tracking tools
• Edit and review documents for grammar and formatting
• Develop meeting agendas and meeting minutes
• Schedule conference rooms and maintain daily schedules
• Organize and schedule meetings/appointments
• Arrange staff lunches and events
• Prepare PowerPoint presentations and handouts
• Provide back-up and assistance to the Administration team
• Other duties, as assigned

Here's what you'll need:

• Associate Degree
• 4+ years' of professional experience in administrative support
• Proficient in Microsoft Word, Outlook, Excel and PowerPoint
• Proven self-starter, proactive, with the ability to plan, prioritize and organize workload and take direction from multiple team members
• Demonstrate competencies in the areas of communication, organizing, flexibility and adaptability, customer service, problem assessment and problem solving, attention to detail, and teamwork
• Ability to work onsite full time at O'Hare International Airport with the program management team

Ideally, you'll also have:

• Bachelor Degree
• Technical writing and editing experience

Sponsorship is not available for this position

The position will be as part of a joint venture team and the selected candidate will be hired by one of the JV partners.

Posted Salary Range: Minimum $60,000.00 to Upper $85,000.00; 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.