Project Administrative Assistant

Balfour Beatty•San Diego, CA

1d•Onsite

About The Position

Join our collaborative and fast-paced team as an Administrative Assistant, where your organizational skills and attention to detail will help drive our success. The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining professional relationships in a dynamic office environment.

Requirements

High school diploma or equivalent
Proficiency in using personal computers and communication tools such as email, internet, accounting applications, and Microsoft Office (Word, Excel, Outlook, Access).
Detail-oriented and forward-thinking.
Effective communication skills, both verbal and written.
Self-motivated and confident personality capable of interacting with all levels, including senior management.

Nice To Haves

Associate’s degree
College degree or equivalent.
Experience developing internal processes and filing systems.
Previous administrative experience or tenure in an office setting.

Responsibilities

Conduct daily administrative tasks and provide support to the Operations team.
Provide administrative support to ensure efficient office operations.
Answer phone calls, direct callers to appropriate personnel, sign for incoming packages, and assist clients and visitors.
Respond to emails and other digital correspondence.
Handle travel arrangements.
Submit and reconcile expense reports.
Draft and edit letters, reports, and other documents.
Input and update information in databases and spreadsheets.
Prepare meeting agendas and take meeting minutes.
Coordinate meetings, including room setup and catering.
Use word processing and presentation software to create and edit documents.
Operate and maintain office equipment, including printers, copiers, and fax machines.
Work with maintenance staff and outside vendors to ensure office equipment is functional and supplies are stocked.
Conduct research as requested and compile and summarize information for reports or presentations.
Assist with sustainability reporting and internal communications.
Collaborate with team members and support colleagues as needed.
Handle sensitive information with discretion to maintain confidentiality and ensure compliance with privacy policies.
Ensure deadlines are met and adapt to changing priorities.
Present a positive and professional image of the organization.