Administrative Assistant - Design & Construction

Jacobs • Albany, NY • 1d ago

Serve as an Executive Assistant to the Deputy Commissioner and Associate Commissioner of Design and Construction

Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned

Coordinate and monitor on-going projects, programs, and activities of interest and concern to Executives, and maintain contact with program management to ensure availability of accurate, up-to-date information

Represent Deputy Commissioner and/or other Directors in meetings and workgroups, supporting their priorities. Provide Deputy Commissioner and/or Directors updates after meetings

Anticipates issues, risk, and opportunities before they advise

Plan, organize, and attend leadership meetings

Manage agendas and ensure action items are captured, disseminated, and acted upon

Prepare and/or edit reports, memos, materials, letters, correspondence and other documents and presentations. Ensuring that materials are concise, accurate and relevant to the audience

Handles executive level scheduling of meetings, calls and conferences and serves as the gatekeeper, triaging all requests made to Executives

Perform administrative functions such as managing calendars, scheduling of meetings, coordinating travel, assisting with planning meetings, set up of events

Independently manage schedules and handle coordination

Work collaboratively with the Executive Team

Perform other office support activities

Other special projects and duties as assigned

High School Diploma or GED equivalent

Proficiency in Microsoft products including, but not limited to Word, Excel, Outlook, SharePoint, and PowerPoint

Preferred qualifications:

Strategic thinking and organizational awareness

Strong presence and influence

Ability to synthesize complex information

Exceptional organizational and execution skills

Ability to thrive in a fast-paced, dynamic environment

Ideally, you'll have:

1+ years working in the design and/or construction space (e.g. Design Engineer, Construction Contract Administration, General Contracting, Engineer in Charge, Landscape Architect, etc.), with exposure to the use of Master Specifications

Previous experience working on Master Specification updates

Sponsorship is not available for this position.

EastPMCM #NorthPMCM #LI-SD2

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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