Administrative Assistant

Jacobs • Chicago, IL • 4h ago

Our team in Chicago, IL is looking to add an Administrative Assistant in support of a multi-billion-dollar airport capital Redevelopment Program. The redevelopment will occur in the middle of an active airport. The existing terminal and concourses will remain operational while the new facility is built in place in a phased approach. This position allows for the opportunity to be a major contributor to the growth of one of the busiest airports in the world as part of the program management team. The position will report directly to Senior Office Manager.

Responsibilities:

Provide administrative support to projects managers and staff

Prepare and distribute memorandums, letters, and forms

Gather, track, and report on information relevant to project assignments

Badge coordination duties, including but not limited to:

Obtain and maintain yearly Badge Signatory training

Provide information to employees about ID Badge policies including any updates that occur

Prepare and coordinate Letter of Intent and Employee Information and Authorization Form for Contractors

Attend meetings, as needed, to explain the badging process to new Contractors

Monitor ID Badge reports, research and obtain access codes

Quality check badge applications for accuracy and completeness and obtain Tenant signature

Create and maintain files and tracking tools

Edit and review documents for grammar and formatting

Develop meeting agendas and meeting minutes

Schedule conference rooms and maintain daily schedules

Organize and schedule meetings/appointments

Arrange staff lunches and events

Prepare PowerPoint presentations and handouts

Provide back-up and assistance to the Administration team

Other duties, as assigned

Here's What You'll Need:

Associate Degree

4+ years' of professional experience in administrative support

Proficient in Microsoft Word, Outlook, Excel and PowerPoint

Proven self-starter, proactive, with the ability to plan, prioritize and organize workload and take direction from multiple team members

Demonstrate competencies in the areas of communication, organizing, flexibility and adaptability, customer service, problem assessment and problem solving, attention to detail, and teamwork

Ability to work onsite full time at O'Hare International Airport with the program management team

Ideally, You'll Also Have:

Bachelor Degree

Technical writing and editing experience

Sponsorship is not available for this position

The position will be as part of a joint venture team and the selected candidate will be hired by one of the JV partners.

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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