Executive Assistant - Transportation
San Jose, CA, US
Requisition ID: 173020
Job Level: Mid Level
Home District/Group: CP2 Tunnel and Track
Department: Administration
Market: Transportation
Employment Type: Full Time Temporary
Position Overview
We are currently looking for a proactive Executive Assistant to support our team for the duration of the project (~1.5 - 2 years). The successful candidate will provide exceptional executive administration support to a fast-paced construction/engineering group in Northern California. The Executive Assistant should have 3+ years of experience in supporting management and be familiar with current technical tools, programs, software, and professional practices.
District Overview
Kiewit’s Northern California District is one of Kiewit’s leading infrastructure districts specializing in diverse types of work in the heavy civil, transportation, and water resource markets. Although most of our work is regionally based in Northern California, we also pursue various projects across the west coast.
Location
This position will be based at our project office in Santa Clara, CA. The successful candidate may be required to visit the project site occasionally.
Responsibilities
- Coordinate schedules, travel arrangements and expenses.
- Complete all expense reports on time and accurately.
- Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals.
- Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
- Investigate and visit local hotels as possible meeting sites for incoming guests and make recommendations.
- Prepare outgoing mail and correspondence, including e-mails and faxes.
- Provide logistical support to Kiewit Sponsored events (hosting requirements, secure meeting location, hotel contracts, marketing materials, arrange for catering, and purchase prizes).
- Provide office support including meeting minutes, reception coverage, coordination of team building events.
- Support with the development of presentation materials.
- Perform other duties as assigned.
Qualifications
- Proficient in Microsoft Office products including Word, Excel, PowerPoint, Visio and SharePoint.
- High school diploma and at least 3+ years applicable executive-level support experience, preferably in one of the following fields: engineering, construction or infrastructure.
- The ideal candidate has 2+ years of experience managing expenses and travel in SAP Concur.
- Must be a positive, proactive, strong team participant with the ability to maintain strict confidentiality.
- Candidates should possess a strong commitment to continuous improvement and efficiency.
- Experience planning meetings in a fast-paced environment.
Other Requirements:
- Regular, reliable attendance
- Work productively and meet deadlines timely
- Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
- Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
- Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.
- May work at various different locations and conditions may vary.
- Your employment is contingent on passing a pre-employment background and drug screening that will be administered prior to your first day of work and providing proof of your eligibility to legally work in the United States.
Base Compensation: $36/hour - $44/hour
(Actual compensation is subject to variation due to such factors as education, experience, skillset, and/or location)
We offer our fulltime staff employees a comprehensive benefits package that’s among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.
We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.
Nearest Major Market: San Jose
Nearest Secondary Market: Palo Alto
Job Segment:
Construction Engineer, Administrative Assistant, Executive Assistant, Secretary, Engineer, Engineering, Administrative