Highway Program Management Assistant

Overview

Provide executive admin support to Highway Program Manager and coordinate projects.

Key Responsibilities

• stakeholder coordination
• compliance monitoring
• program administration
• documentation management
• report drafting
• meeting coordination

Tasks

-Manage calendars, schedule meetings, and coordinate with internal and external stakeholders. -Serve as a liaison between the program manager and project teams, consultants, and agency partners. -Monitor compliance with client practices and ensure consistency across program activities. -Support the Highway Program Manager on Program administration to support the agency processes and procedures to deliver key project/program components for the agency and achieve continuous improvement -Coordinate with project managers, resident engineers, and stakeholders to support the Deputy Director on administrative deliverables. -Handle sensitive information with discretion and professionalism. -Draft, proof, and distribute correspondence, memos, and reports. -Track action items, deadlines, and follow-ups to ensure timely completion. -Prepare agendas, draft presentations, meeting materials, and record meeting minutes. -Maintain program documentation, databases, and filing systems.

Requirements

• 5-8 yrs
• ms office
• docusign
• adobe acrobat
• bachelor's
• problem solving

What You Bring

-Ability to demonstrate a flexible approach to work. -5–8 years of relevant experience in administrative support, program/project coordination, or management support roles. -Experience with negotiation, analytical, and problem-solving skills. -Typing skills (60+ words per minute) -Ability to meet deliverable schedule requirements -Excellent writing skills. -Experience using DocuSign and Adobe Acrobat -Bachelor’s degree in Business Administration, Management, Communications, Engineering, or related field required. -Ability to establish and maintain good working relationships with clients and colleagues. -The ability to communicate internally with senior stakeholders with strong networking and influencing skills. -Extensive experience with MS Office using Word, Excel, PowerPoint, Outlook and MS Teams -Customer focus - ability to engage in sound relationships with the customer’s project team -Excellent presentation and communication skills -Technically and commercially aware to be able to deliver and solve problems. -Proactive and self-motivated. -Ability to prioritize and able to work under pressure. -Effective time management - efficient and able to add value to projects -Experience in administering contracts, projects, and programs is a plus

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Benefits

-Hybrid work schedule: minimum of 3 days per week in San Jose, California office; up to 2 days remote (Monday to Friday work week).

About Mott Macdonald

-Delivering complex projects that require both technical expertise and strategic vision. -Design of major infrastructure and transport systems. -Specializing in sustainable solutions to address challenges and capitalize on opportunities. -History built on innovation and forward-thinking engineering, consistently delivering impactful results.

Sector Specialisms