What are the responsibilities and job description for the Project Executive Administrative Assistant position at Jacobs , LLP?
At Jacobs, we don’t settle - we are always looking beyond to raise the bar and deliver with excellence. We apply our expertise and knowledge as we look into the future with great optimism and focus. We don’t settle until we give our best and know that we’re making a difference.
Jacobs is seeking a Project Executive Administrative Assistant to join our team supporting our client in the Los Angeles, CA area. You will be the Lead Coordinator for the Board of Supervisors and Committees meetings, assist the Board Secretary with various administrative tasks as well as performing light document control for the project team.
In this role, you will work closely with the Board Secretary, Counsel, and members of the Executive Team in preparation for monthly meetings, prepare meeting minutes, assist in invoice processing, provide administrative support, and document control. Your goal will be to coordinate high level meetings, ensure assistance is provided to the Board Secretary as needed and to ensure documents are filed appropriately in the project repository.
This position is responsible for, but not limited to the following duties :
Lead Coordinator / Secretary for the Board of Supervisors and Technical and Operations committees :
Coordinate standing advisory committee meetings for both the Technical and Operations committees as well as other committees (ensuring quorum for each committee); reserve meeting room / facility, video / audio set-up, and parking / parking vouchers.
Draft and prepare agenda along with attachments for the review of County Counsel and the Committee Chair(s)
Provide administrative support to Public Safety staff.
Makes appointments and arranges conferences and meetings.
Creates, organizes, and maintains program files (physical and electronic).
Acts as intermediary between supervisor and staff, transmitting messages, orders, and requests, both written and verbal, and when authorized, acts in the supervisor’s absence.
Prepares inter-office notices, bulletins, and memoranda, with or without dictation.
Checks material being submitted for supervisor's attention and signature approval to ascertain that all relevant data, files, signatures, etc., are included.
Works with the Board Secretary for all secretarial issues and concerns.
5 years of Administrative experience
High School Diploma or equivalent
Experience Strong computer skills using Microsoft Word, Excel, PowerPoint, Outlook and Access.
Excellent organizational, analytical, interpersonal, written, and verbal communication skills.
Good problem solving and leadership skills.
Ability to multi-task and prioritize assignments within deadlines.
Ability to work independently as well as collaboratively in a team environment.
Ability to work with all levels of staff, including supervisors and managers.
Ideally, You’ll Also Have :
Previous administrative experience with executive leadership or management teams
Public safety or state / local government experience
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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.
