Senior Executive 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.

Your impact

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 Executive Administrative Assistant Senior in our Project Management/Construction Management group, you will provide support to one of the largest healthcare providers in the Pacific Northwest. 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

• 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
  
  
  

Here's what you'll need

• Bachelor’s degree and/or equivalent related work experience in lieu of education.
• 5 years or more of experience as an Executive Administrative Assistant 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)
• 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
• 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.
• Required to be onsite daily; there is no telecommuting
  
  
  

Ideally, you’ll also have

• Previous experience with a Top 500 Company