Administrative Assistant IV

Position Description Summary

The Administrative Assistant IV will provide comprehensive administrative support to the project supervisors and inspection staff. This role requires a high level of organization, communication, and proficiency in Microsoft programs to ensure efficient and effective operations.

Essential Job Duties

• Prepare written materials and correspondence.
• Manage calendars for project supervisors and inspection staff.
• Coordinate meetings, prepare agendas, and take meeting minutes.
• Copy and scan documents as needed.
• Maintain project logs and documentation.
• Handle phone calls, greet visitors, and assist them.
• Support communication with project supervisors and inspection staff for document control.
• Track financial documents for budgeting.
• Manage office duties and support inspection staff, including office supplies.
• Serve as a liaison between inspectors and project management/document control.
• Coordinate inspector meetings with contractors and stakeholders, including bi-weekly safety meetings.
• Organize filing systems from pre-construction to project close-out.
• Ensure that inspection issued documents are maintained and in compliance with contract documents and LAWA requirements.

Hardware/Software Knowledge

• Knowledge of Project Management Information Software used for inspection/document control (i.e. PM Web, Adobe Pro, Bluebeam, etc.).
• Proficient in Microsoft Office and management software to create logs and charts (Excel, Word, PowerPoint, SharePoint, etc.).

Professional Experience Level/Other Qualifications

• 10 years or more experience as an administrative assistant
• Collaborate well with others and report directly to SCI & PCI inspectors.
• Write and communicate clearly.
• Provide accurate and timely reporting and suggest improvements.
• Strong organizational skills in a fast-paced environment.
• Experience with LAWA is preferred for interacting with LAWA, City departments, contractors, and airlines.

Education/Training

• Post-Secondary Education

Element-Specific Requirements/Notes

• May assume other duties as required/needed
• Maybe required to work various shifts as needed
• The candidate should pass the federal background check and LAWA Badge will be required