At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.
The USVI Office of Disaster Recovery, a division of the Virgin Islands Public Finance Authority, has entrusted us with the critical task of managing and supporting federally funded recovery projects across the U.S. Virgin Islands. Our work will involve overseeing the reconstruction of key education and healthcare institutions as well as infrastructure, all of which were severely impacted by Hurricanes Irma and Maria in 2017. We're looking for an experienced and collaborative Administrative Assistant to support the team in the delivery of a multi-billion-dollar disaster recovery program. You will be an important part of the project team as you assist with a variety of tasks and represent our firm to our clients over MS teams, email, occasional face-to-face, as well as assisting staff with engaged in projects. We seek an individual who has strong written and verbal communication skills, excellence interpersonal skills, experience with Microsoft suite, SharePoint, project coordination and the ability to establish effective relationships with multiple teams and departments.
An exciting opportunity to join a multi-disciplinary team working on one of the largest Disaster Recovery Programs in the United States. You will be part of an expert team working with local communities across the US Virgin Islands, supporting the Office of Disaster Recovery in building safe, resilient & thriving communities by completing key recovery projects to transform and strengthen the Territory’s infrastructure.
As a member of our team, you’ll provide professional and efficient administrative support to leads, project managers, project teams and local leadership; manage a filing system (computer and paper files); support staff with the full implementation of company practices, policies and procedures; schedule/coordinate/maintain subcontractor relationships; work in Concur system to create expense reports and reconcile project expenses; manage and coordinate calendars, travel, and meetings accommodations; provide support services for meetings including agendas, meeting summaries, scheduling facilitators and/or participants, meeting room setup, coordination of presentation materials, and ordering meals as necessary; perform document management support which includes maintain SharePoint, MS team suites, ensuring follow the document management protocol and supporting the team with uploading as well as sharing files; work in the construction project management software; support procurement and account payable functions; support equipment management by creating list and tracking; support onboarding process by welcoming new employees as serving as a guide to their question; prepare and edit reports, presentations and compile data for analysis; work with and maintain confidential and sensitive information; perform various office management tasks as well as special projects; establish and/or maintain system for reporting time and training hours; support executive assistant as needed.
