Administrative Specialist

Brown and Caldwell has a fantastic opportunity for a motivated and energetic Administrative Assistant to join our company and support the Sites Reservoir Project, a critical new California water resource project. This position will be remote with travel to the project office in Maxwell, California. This position is full-time performing as the Sites Project Authority’s Office Manager.

This position requires a proactive and highly organized individual with strong relationship, communication, and project management skills to successfully engage teams to meet goals. If you have a strong desire to work in a dynamic environment with potential advancement opportunities on a fast-growing multi-billion dollar project and have experience working in a role where you have gracefully managed fluid priorities, multiple demands and numerous details, this opportunity may be for you.

• Providing general Maxwell project office management support services including vendor coordination, handling mail in and out duties, check reporting and delivery to the accountant, setting up and tearing down meeting rooms, assisting with in-office events and cleanup as
• Assist in the development of board level agenda
• Pay special attention to detail, minimize mistakes, and have strong general business, writing, follow-up, and communication
• You have developed a reputation at prior jobs for being amazing at keeping it all together with high competency and productivity.
• You enjoy seeing tasks through to completion and are also able to see the big picture and strategize accordingly.
• Consistently a team player, enjoy building a positive work culture, and can also work independently and take proactive initiative.
• Professionally interface, assist and represent senior level executives.
• Manage complex and integrated calendars. Schedule and maintain daily and long-term calendar for both internal and external meetings.
• Coordinate, organize and manage senior level teleconference and videoconference calls.
• Manage travel itineraries and coordinate related arrangements.
• Perform a wide variety of administrative duties and assist with special projects as required.
• Provides executive-level administrative support to Authority Agents. Including coordinating, organizing and managing senior-level schedules and teleconference/videoconference calls.
• Responsible for managing Authority Agent scheduling, coordinating travel, meeting planning and logistics support and other special projects as directed.
• Manage complex and integrated project calendars. Schedule and maintain daily and long-term calendars for both internal and external meetings.
• Responsible for general coordinating Project Office management, facility maintenance activities, vendor relationships, handling process and reporting checks and delivering them to the accountant.
• Support other on-site meetings in the Maxwell Project Office including setting up and tearing down meeting rooms, assisting with in-office events and cleaning up as necessary.
• Supports the development of Authority Board/Reservoir Committee (AB/RC) board agendas, board packets, and staff reports.
• Maintains and manages the official records of the AB/RC including adopted resolutions, policies & regulations, participant rosters, attendance records, voting records and other organizational documents in accordance with the Authority’s records management policy.
• Assist with website uploads, SharePoint access and SharePoint maintenance.
• Represent the organization with a sense of pride and ownership including being present in the Maxwell Project Office as needed.

Desired Skills and Experience:

• Associate’s degree preferred.
• 3-5 years Executive Assistant or similar administrative
• Excellent verbal and written communication
• Experience with governing boards and developing board agenda packages and related materials preferred
• Articulating strategic messages both written and
• Functioning in a collaborative team
• Troubleshooting within all areas of the company - and solving problems elegantly and
• Demonstrated good judgment and sense of
• Ability to maintain confidentiality of sensitive business and personal
• Outstanding interpersonal skills, telephone manner and customer service
• Strong organizational skills with a proven ability to follow-through.
• Ability to manage multiple job demands and prioritize with no
• Outstanding problem-solving
• Experience as a board clerk
• Experience with FPPC form 700s preferred.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Project, Access, SharePoint, and an aptitude for technology.

Salary Range: The anticipated starting pay range for this po