Executive Administrative Assistant
3 weeks ago
As an Executive Administrative Assistant, you will provide support to our Buildings & Infrastructure Northwest Leadership that leads a team of over 1,000 professionals across eight states in multiple time zones. 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. They work with minimal oversight to complete tasks and manage their own workload. Work may be complex, proprietary, and confidential; and requires strong administrative skills as well as excellent inter-personal and team communication skills. Some examples of daily work may include, but not limited to, the following: • Supporting and coordinating between the Sales and Operational Business Leaders and the Northwest Leadership team, which may include supporting strategic planning sessions, business plans, editing documents; gathering and consolidating documents, spreadsheets, and other files; and regular updates to organizational charts with input from internal partners. • Oversee and/or lead events with support from local resources for retirements, business lunches, or senior leadership events/gatherings which may be held within or outside of the office - including preparing meeting materials, coordinating with caterers, and coordinating with external facilities/venues. • Maintain distribution lists and send internal communications across the Northwest on behalf of leadership, which may include New Hire announcements (and welcome gifts), milestone work anniversaries, biweekly new requisitions/hiring opportunities, staff promotion announcements and other requests from the NW leadership team. • In collaboration with leadership team and graphic support - coordinate external communications and social media posts on awards, new hires, and announcements, which may include but not be limited to LinkedIn and other sites. • Support the Northwest Leadership Team with preparing and submitting expense reports in Concur, arranging travel, managing calendars and setting up meetings (Outlook) which may include both internal and external meetings (clients, community, and others). • Provide support for special projects as needed. This position can be located in any of our Northwest locations, including: Anchorage, AK Bellevue, WA Corvallis, OR Honolulu, HI Portland, OR Yakima, WA Spokane, WA Boise, ID • Associates Degree or 10+ years’ experience in an Executive Administrative role • High level of strategic partnership and ability to maintain confidentiality with sensitive information and/or documents. • Ability to work in a hybrid manner, which also requires reporting into a Jacobs office a minimum of three days per week and ability to be flexible as schedules and priorities shift. • Ability to occasionally work outside of standard business hours to meet deadlines, or travel to support leadership needs. • Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, OneNote and SharePoint and ability to edit and prepare materials for meetings and events. • Strong written and verbal communication skills, service-oriented and ability to work well with cross functional teams and with internal partners. 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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