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Senior Project Assistant

  • Job reference: NA-001436
  • Sector: Support Services, Water
  • Location: San Diego
Atkins has been providing infrastructure planning, engineering, construction, environmental consulting, urban planning, architecture, and program management services to public and private clients across the United States for more than 50 years.

Globally, Atkins is the largest UK-based engineering and design consultancy and one of the world's largest design firms with nearly 18,000 employees worldwide. We have the depth and breadth of expertise to respond to the most technically challenging and time-critical infrastructure projects and the urgent transition to a low-carbon economy.


Atkins seeks an energetic and highly motivated self-starter to join our San Diego, CA team as a Senior Project Assistant.


MAJOR FUNCTION/ROLE

Provide professional, highly skilled, administrative support of a complex and confidential nature. Relieve manager and staff of routine administrative matters, demonstrating initiative and knowledge of unit's function and goals, as well as company organization, policies and procedures. Coordinate activities and communications across various units using tact and discretion.


JOB DUTIES

Prepares special reports, analyzes, consolidates data and prepares summaries. Replies to inquiries under general direction, selecting relevant information from a variety of sources including reports, documents, correspondence, computer systems or other offices.

Pulls various reports off the project accounting and reporting system for supervisor review.

Anticipates manager's needs and prepares materials for conferences, trips, appointments and meetings, informing appropriate personnel and bringing to executive's attention any matters requiring his/her consideration.

Acts as liaison between senior manager and his/her direct reports and interfaces with top management and with clients, government officials and prospective clients on supervisor's behalf.

Maintains manager's calendar, scheduling and coordinating appointments, conferences and travel arrangements, and prioritizing and rescheduling visitors or meetings on own initiative.

Reviews materials submitted by others for executive's signature to ensure accuracy, appropriateness and conformance with supervisor's style, alerting writers of any problems.

Composes correspondence which may require some understanding of technical or specialized subject matters, for supervisor's review and signature.

Follows up with the manager's staff to ensure implementation of meeting commitments or replies to correspondence by deadline date.

Initiates calls to obtain services, follow up or coordinate actions, to relieve manager of administrative workload.

Performs word processing of letters, memos and other documents which are often of a confidential nature. May take and transcribe meeting minutes.

Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by manager. Screens incoming correspondence and telephone calls, personally responding to routine requests for information and directing those not requiring executive's attention to proper office or personnel.

May prepare expense reports, organization charts and Power Point presentations.

Trains, advises and disseminates information to other administrative support staff on new forms, policies and procedures, and coordinates activities and tasks with personnel at various offices.

May assist in the preparation of proposals, contracts and presentations.

Coordinates the efforts of affected programs and performs document review for filing adequacy to obtain correct, complete documents for execution and/or filing with agencies. Works within assigned budget for tasks, keeps track of budgets and alerts project manager when extra effort may be required to accomplish tasks.

Communicates and interacts with internal and external clients in a professional and courteous manner. Provides project manager with frequent, useful updates on project status and budget.

Maintains organized, updated and available project files, both hardcopy and paperless. Supports and advances the paperless filing initiative.

Creates and maintains efficient, informative project schedules for use by PM and internal/external clients. Parses schedules for most efficient file size.

Performs such other duties as the Supervisor may from time to time deem necessary.


EDUCATION AND EXPERIENCE

High school diploma (or equivalent) plus ten years related experience OR an Associates Degree in a related administrative field plus eight years related experience is required.


SPECIAL SKILLS

Excellent communication, interpersonal and organizational skills as well as strong English grammar, spelling and composition skills.

Proficient in Microsoft Office (Word, Excel, Access, Outlook and PowerPoint).

Experience working in the Architecture/Engineering/Construction industry is preferred.


PROFESSIONAL REGISTRATIONS

None.


ADDITIONAL REQUIREMENTS

Job requires ability to process paper/electronic documents and operate computer keyboard. Ability to retrieve and file folders. Ability to communicate effectively, both verbally and in written form.

General Competencies expected of all Professionals and Managers are as follows: Client Service, Commitment, Communication, Innovation & Continuous Improvement, Professionalism, Quality, and Teamwork.


Atkins offers its employees a robust rewards package which includes: a competitive salary; a broad benefits package including medical/RX, dental, vision, life, disability, legal, hospitalization and other valuable voluntary options; generous time-off programs; flexible work schedules; 401(k) with employer match; professional and career development opportunities through our corporate university, as well as a highly-regarded tuition reimbursement program; and an unmatched culture focused on client-service, quality, and tireless pursuit of excellence in all we do. Atkins is an equal opportunity, drug-free employer committed to diversity in the workplace. EOE/Minorities/Females/Vet/Disability.

Please view Atkins Equal Opportunity Statement here:
http://careers.atkinsglobal.com/File.ashx?path=Root/Documents/north-america-welcome-new-employee/Equal_Opp_Stmt.pdf

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