Administrative Assistant

Job Description

Job Description

Position Description Summary

The Administrative Assistant will play a key role in supporting the T5 Delivery Director at Los Angeles World Airports by providing comprehensive administrative and clerical assistance. This position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced, professional environment.

Key Identifiers for the Position

• Experience in an administrative position serving multiple personnel
• Maintain an excellent working relationship with the project team and stakeholders geared towards open communications and mutual problem solving in the best interest of the project and all other parties involved
• Contribute to a high level of team morale through professionalism that reflects well on the project team, external stakeholders and LAWA/internal stakeholders

Essential Job Duties

• Perform various administrative, clerical, data collection, data entry, and report writing tasks
• Answer telephone, take and relay messages, screen callers and direct calls accordingly
• Scan, fax and bind documents and reports as required
• Prepare general correspondence and maintains general files.
• Coordinate approval signatures in a timely manner
• Maintain calendars
• Set up and coordinates meetings Reserve conference rooms
• Take meeting minutes
• Copy and scan documents
• Log information and track documents
• Greet and assist visitors
• Gather statistics and general data; review and combine this information into established reports for use internally
• May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative-style word processing
• May be responsible for verifying data gathered, such as matching supplier invoices against file copies.
• Distribute reports
• Originate correspondence and reports
• Stock supplies and maintain office equipment
• Maintain an organized workspace by keeping documents and supplies properly stored
• Provide backup for other administrative staff within TDIP
• Perform other responsibilities associated with this position as may be appropriate.
• Additional duties include support of projects in regard to document control, project controls, financial processes, creating reports and power point presentations.

Hardware/Software Knowledge

• Proficient in Microsoft Office Suite and Bluebeam
• Ability to work in CAD or REVIT preferred

Professional Experience Level/Other Qualifications

• 10 years or more experience as an administrative assistant Excellent written and oral communication skills
• A working knowledge of standard policies and procedures on complex capital public works projects is preferred

Education/Training

• Post-secondary education