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Senior Administrative Assistant (Level IV)

Pacific Pros

Los Angeles, CA

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JOB DETAILS
SKILLS
Administrative Skills, Adobe Product Family, Background Investigation, Calendar Management, Communication Skills, Construction, Construction Projects, Dental Insurance, Document Control, Document Tracking, Documentation, Driver's License, Health Insurance, Licensing Compliance, Maintain Compliance, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Product Family, Microsoft SharePoint, Microsoft Word, Office Management, Operations Management, PCI, Photocopy, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Project Close-Out, Project Control, Project Management Software, Project/Program Management, Reporting Skills, Time Management, Vision Plan, Writing Skills
LOCATION
Los Angeles, CA
POSTED
30+ days ago
Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Pacific Pros is seeking Administrative Assistant IV for Construction Projects to be a representative for Los Angeles World Airport (LAWA).  The Administrative Assistant IV will provide comprehensive administrative support to the project supervisors and inspection staff. This role requires a high level of organization, communication, and proficiency in Microsoft programs to ensure efficient and effective operations.

Work Location: LAWA has required the candidates be local for this position.


Region: Los Angeles, CA


Status: Full-time on-site.


Opening: Spring 2025, Immediate


OverallDuties
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 power point presentations.


Essential Job Duties for this position


The duties for this position include, but are not limited to, the following:
  • Prepare written materials and correspondence.
  • Manage calendars for project supervisors and inspection staff.
  • Coordinate meetings, prepare agendas, and take meeting minutes.
  • Copy and scan documents as needed.
  • Maintain project logs and documentation.
  • Handle phone calls, greet visitors, and assist them.
  • Support communication with project supervisors and inspection staff for document control.
  • Track financial documents for budgeting.
  • Manage office duties and support inspection staff, including office supplies.
  • Serve as a liaison between inspectors and project management/document control.
  • Coordinate inspector meetings with contractors and stakeholders, including bi-weekly safety meetings.
  • Organize filing systems from pre-construction to project close-out.
  • Ensure that inspection issued documents are maintained and in compliance with contract documents and LAWA requirements.
Hardware/Software Knowledge
  • Knowledge of Project Management Information Software used for inspection/document control (i.e. PM Web, Adobe Pro, Bluebeam, etc.).
  • Proficient in Microsoft Office and management software to create logs and charts (Excel, Word, PowerPoint, SharePoint, etc.).
Required Qualifications
  • US Employment Authorization without needing sponsorship
  • See Education/Training requirements
  • Excellent written and oral communication skills
  • A valid Driver’s License and compliance with PACIFIC’s Vehicle Policy
  • 3+ References from Clients
  • Minimum Years & Experience: 10 years or more experience as an administrative assistant
Professional Experience Level/Other Qualifications
  • 10 years or more experience as an administrative assistant
  • Collaborate well with others and report directly to SCI & PCI inspectors.
  • Write and communicate clearly.
  • Provide accurate and timely reporting and suggest improvements.
  • Strong organizational skills in a fast-paced environment.
  • Experience with LAWA is preferred for interacting with LAWA, City departments, contractors, and airlines
MinimumEducation Level
  • Post-Secondary Education
Registration/Certification
  • Planning and Scheduling Professional (PSP) certification is preferred.
Element-Specific Requirements/Notes
  • May assume other duties as required/needed 
  • Maybe required to work various shifts as needed
  • The candidate should pass the federal background check and LAWA Badge will be required
  • LAWA has required the candidates be local for this position.

About the Company

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Pacific Pros

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