Senior Administrative Assistant (Level IV)

Pacific Pros; Los Angeles (CA); On-site; USD 45,000 - 75,000; Full time

Benefits offered by this job

Paid Holidays

401(k)

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Job summary

An established industry player is seeking a skilled Administrative Assistant IV to support construction projects at a major airport. This role involves managing correspondence, coordinating meetings, and providing essential project support. The ideal candidate will have over 10 years of experience in administrative roles, excellent communication skills, and proficiency in project management software. Join a dynamic team where your organizational talents will shine, and contribute to impactful projects that shape the future of infrastructure. If you are ready to take on a challenging and rewarding position, this opportunity awaits you!

Qualifications

• 10+ years as an administrative assistant with strong communication skills.
• Experience in project management software and Microsoft Office.

Responsibilities

• Prepare correspondence, manage calendars, and coordinate meetings.
• Support document control and financial processes for projects.

Skills

Written Communication

Oral Communication

Organizational Skills

Collaboration

Education

Post-Secondary Education

Tools

Microsoft Office

PM Web

Adobe Pro

Bluebeam

SharePoint

Job description

Benefits:

1. Paid Holidays
2. 401(k)
3. 401(k) matching
4. Dental insurance
5. Health insurance
6. Paid time off
7. Vision insurance

Position: Administrative Assistant IV for Construction Projects

Location: Los Angeles World Airport (LAWA)

Status: Full-time on-site.

Opening: Spring 2025, Immediate

Overall Duties: Prepares correspondence, maintains calendars, sets up and coordinates meetings, takes meeting minutes, copies and scans documents, logs information, tracks documents, handles phone calls, greets and assists visitors. Additional duties include support of projects in regards to document control, project controls, financial processes, creating reports and PowerPoint presentations.

Essential Job Duties:

1. Prepare written materials and correspondence.
2. Manage calendars for project supervisors and inspection staff.
3. Coordinate meetings, prepare agendas, and take meeting minutes.
4. Copy and scan documents as needed.
5. Maintain project logs and documentation.
6. Handle phone calls, greet visitors, and assist them.
7. Support communication with project supervisors and inspection staff for document control.
8. Track financial documents for budgeting.
9. Manage office duties and support inspection staff, including office supplies.
10. Serve as a liaison between inspectors and project management/document control.
11. Coordinate inspector meetings with contractors and stakeholders, including bi-weekly safety meetings.
12. Organize filing systems from pre-construction to project close-out.
13. Ensure that inspection issued documents are maintained and in compliance with contract documents and LAWA requirements.

Hardware/Software Knowledge:

1. Knowledge of Project Management Information Software used for inspection/document control (i.e. PM Web, Adobe Pro, Bluebeam, etc.).
2. Proficient in Microsoft Office and management software to create logs and charts (Excel, Word, PowerPoint, SharePoint, etc.).

Required Qualifications:

1. US Employment Authorization without needing sponsorship.
2. Excellent written and oral communication skills.
3. A valid Driver’s License and compliance with PACIFIC’s Vehicle Policy.
4. 3+ References from Clients.
5. 10 years or more experience as an administrative assistant.

Professional Experience Level/Other Qualifications:

1. Collaborate well with others and report directly to SCI & PCI inspectors.
2. Write and communicate clearly.
3. Provide accurate and timely reporting and suggest improvements.
4. Strong organizational skills in a fast-paced environment.
5. Experience with LAWA is preferred for interacting with LAWA, City departments, contractors, and airlines.

Minimum Education Level: Post-Secondary Education

Registration/Certification: Planning and Scheduling Professional (PSP) certification is preferred.

Element-Specific Requirements/Notes:

1. May assume other duties as required/needed.
2. Maybe required to work various shifts as needed.
3. The candidate should pass the federal background check and LAWA Badge will be required.

LAWA has required the candidates be local for this position.