Summary
This Administrative Assistant role supports a major airport capital improvement program within the Greater Los Angeles area, providing critical administrative and document control support to project supervisors and inspection teams.
The position plays a key role in maintaining organization, communication flow, and compliance across active construction projects, ensuring documentation, scheduling, and coordination efforts run efficiently in a fast-paced, multi-stakeholder environment.
This is a high-impact support role within an active aviation setting, ideal for candidates with strong administrative experience in construction, public works, or infrastructure who are comfortable working alongside field teams, inspectors, and project leadership from preconstruction through closeout.
Key Responsibilities
- Provide day-to-day administrative support to project supervisors and inspection staff
- Manage calendars, schedule meetings, and coordinate logistics across multiple stakeholders
- Prepare correspondence, reports, meeting agendas, and detailed meeting minutes
- Maintain project logs, tracking systems, and organized documentation throughout the project lifecycle
- Support document control processes to ensure compliance with contract requirements and LAWA standards
- Coordinate communication between inspectors, project management, contractors, and stakeholders
- Track and organize financial and project-related documentation for budgeting and reporting purposes
- Assist with RFIs, reports, and general project documentation workflows
- Coordinate and support recurring meetings, including bi-weekly safety meetings and stakeholder coordination
- Maintain filing systems from preconstruction through project closeout
- Handle front-facing responsibilities including phone calls, visitor coordination, and general office support
- Manage office operations including supplies and administrative needs for field and office staff
Qualifications
- 10+ years of administrative experience, ideally within construction, infrastructure, or public works environments
- Experience supporting project teams, inspectors, or field operations preferred
- Strong organizational and multitasking ability in fast-paced, deadline-driven environments
- Proven ability to communicate clearly and professionally across multiple teams and stakeholders
- Experience working with agencies, contractors, or large project teams is a plus
Certifications & Technical Skills
- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, SharePoint)
- Experience with project management/document control systems (PM Web, Adobe Pro, Bluebeam, or similar)
- Strong ability to create logs, reports, and tracking systems
- Post-secondary education preferred
Compensation & Benefits
- Competitive compensation based on experience and project background
- Opportunity to support a high-profile aviation program within LAWA
- Exposure to large-scale infrastructure projects and multi-stakeholder coordination
- Long-term opportunity within an active pipeline of capital improvement work
