Executive Assistant - Transportation

POSITION OVERVIEW

We are currently looking for a proactive Executive Assistant to support our growing team. This position will be on a full-time contract until the end of 2025 (with benefits). The successful candidate will provide exceptional executive administration support to a fast-paced construction/engineering group in Northern California. The Executive Assistant should have 3+ years of experience in supporting management and be familiar with current technical tools, programs, software, and professional practices.

Kiewit’s Northern California District is one of Kiewit’s leading infrastructure districts specializing in diverse types of work in the heavy civil, transportation, and water resource markets. Although most of our work is regionally based in Northern California, we also pursue various projects across the west coast.

This position will be based in Santa Clara, CA.

• Coordinate schedules, travel arrangements and expenses.
• Complete all expense reports on time and accurately.
• Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals.
• Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
• Investigate and visit local hotels as possible meeting sites for incoming guests and make recommendations.
• Prepare outgoing mail and correspondence, including e-mails and faxes.
• Provide logistical support to Kiewit Sponsored events (hosting requirements, secure meeting location, hotel contracts, marketing materials, arrange for catering, and purchase prizes).
• Provide office support including meeting minutes, reception coverage, coordination of team building events.
• Support with the development of presentation materials.
• Perform other duties as assigned.

• Proficient in Microsoft Office products including Word, Excel, PowerPoint, Visio and SharePoint.
• High school diploma and at least 3+ years applicable executive-level support experience, preferably in one of the following fields: engineering, construction or infrastructure.
• The ideal candidate has 2+ years of experience managing expenses and travel in SAP Concur.
• Must be a positive, proactive, strong team participant with the ability to maintain strict confidentiality.
• Candidates should possess a strong commitment to continuous improvement and efficiency.
• Experience planning meetings in a fast-paced environment.

• Regular, reliable attendance.
• Work productively and meet deadlines timely.
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment.
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.
• May work at various different locations and conditions may vary.