Senior Administrative Assistant/Project Assistant

1 week ago

Baton Rouge, United States Jacobs Full time

At Jacobs, our PM/CM team works seamlessly with clients by delivering projects and programs to achieve our clients' goals. Whether it's managing construction or designing buildings, solutions are continuously being implemented. What we do is more than construction; we play a part in moving a vision from concept to reality. If you're interested in a rewarding career working on ENR's #1 Construction Management-for-Fee firm, then Jacobs is where you belong.

Jacobs is seeking a detailed oriented, highly motivated Administrative Assistant to join our team in Baton Rouge or Lafayette, LA. As an Administrative Assistant, you will be an important part of the project team as you assist with a variety of tasks and represent the firm to our clients over the phone, email and face-to-face, as well as assisting staff with support of projects. Applicant must be personable, organized and professional and maintain a strict level of confidentiality. We seek an individual who has strong written and verbal communication skills, excellent interpersonal skills, experience with Microsoft Office Suite, project coordination experience and the ability to establish effective working relationships with multiple teams and departments.

Responsibilities:

* Provide professional and efficient administrative support to our project managers.

* Assist with managing budget items

* Manage filing system (computer and hard files)

* With Project Manager, act as liaison w/client

* Act as project liaison with staff regarding company policies and procedures

* Coordinate project support and certain regional activities

* Scheduling/coordinate/ maintain subcontractor relationships

* Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary

* Perform document management support to the team which includes maintaining SharePoint and MS Teams sites, ensuring team is following document management protocol and supporting the team with uploading and sharing of files

* Support all project staff with various administrative tasks, for example:

* Create tracking spreadsheets

* Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary

* Prepare and edit reports, presentations, and compile data for analysis

* Work with and maintain confidential and sensitive information

* Assist to develop effective PowerPoint presentations for meetings and conferences

* Establish and/or maintain systems related to filing, time reporting and training hours

* High school diploma or equivalent

* 5+ years of increasingly responsible administrative support experience

* Proficient filing and numbering skills

* Proficient in the use common office software (including Microsoft Office and Excel) to accomplish administrative work

* Proven written, typing, and verbal communication skills

* Valid driver's license with no major infractions

Ideally, You'll Also Have

* Bachelor's degree

* Experience working in a human relations, accounting or project management

* Advanced or specialized training in administrative support

* Proven self-starter, proactive, ability to plan, prioritize and organize workload

* Demonstrated organizational skills and ability to pay close attention to details

* Proven high level of professionalism, confidentiality, diplomacy and strong customer service skills

* Ability to travel locally to perform all the required duties of the role

No Sponsorship available for this position.

#SouthPMCM #EastPMCM

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.

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