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Administrative Assistant in San Mateo, CA , at Gannett Fleming

Date Posted: 5/22/2018

Job Snapshot

What You Will Do

Company Overview

For more than 100 years, we’ve been a leader in global infrastructure solutions with a focus on planning, design, technology, and construction management services for a diverse array of markets and disciplines. Across more than 60 offices, 2,000+ highly qualified professionals are united in an unyielding commitment to deliver excellence to every client and every project, every day.

Excellence Delivered As Promised. It’s more than a slogan. It’s our standard. It’s the expectation we place upon ourselves as individuals and as a company. It represents our commitment to our valued clients, industry partners, and employees. It’s our earnest pledge to do what we say. It’s the core of who we are as a firm and the foundation upon which all of our relationships and projects are built.

What You Will Do

Gannett Fleming is looking for an Administrative Assistant for our San Mateo, CA project office. This position will support our Transit & Rail Systems Division, a nationally recognized leader in railroad planning, design, project management and construction management. Come join the team today!

The Administrative Assistant will provide direct support to the Caltrain Modernization Project Delivery Director and project staff. You will be responsible for coordinating with partnering consultants, contractors, and agencies as well as serving as the main point of contact for the department by greeting visitors, answering phone calls, processing mail, and other administrative duties. Occasional travel to our San Francisco office will be required.

Principal Responsibilities and essential functions

  • Provide direct support to the Caltrain Modernization Project Delivery Director and project staff including the Deputy Project Delivery Director and the Real Estate and Property Development Manager located at the project office;
  • Manage extremely busy executive calendars, prioritize appointments and contact requests, resolve calendar conflicts, and negotiated rescheduling as necessary;
  • Manage internal and external meetings logistics (in-person, phone, and videoconference);
  • Manage reoccurring meeting series such as the Quarterly Meeting, Dispute Resolution Board Meeting and Partnering Meeting;
  • Coordinate with partnering consultants, contractors and agencies, such as the Federal Transit Administration, California High Speed Rail Authority and Pacific Gas and Electric;
  • Take Meeting Minutes as requested;
  • Serve as a main point of contact for the department – greet visitors, answer phone calls, process mail;
  • Make travel arrangements and help with workshop and seminar registrations;
  • Process incoming communications, prepares outgoing communications and follows-up on outstanding responses as directed;
  • Assist the Document Control team in processing all documentation through Aconex software;
  • Assist the project Executive Assistant to request supplies; and
  • Prepare reconciliation of credit cards through expense reports


Minimum Qualifications

  • An Associate’s degree or equivalent experience 
  • 5-10 years administrative experience
  • Excellent written and verbal communication skills required
  • Proficiency with all Microsoft Office applications
  • Must be able to travel to our downtown San Francisco, CA office occassionally

Preferred Qualifications

  • A Bachelor’s degree in a related field
  • Experience working as an administrative assistant in the engineering or construction industry

Life at Gannett Fleming

At Gannett Fleming, we believe in improving the lives of the people we serve. We believe in innovation and social responsibility. We believe in the diversity of our team and the creative solutions they provide. We believe in embracing change and emerging technologies while maintaining an unmatched standard of quality. We believe in creating an environment where employees can thrive at home and at work. We believe in engaging our employees, building lasting relationships with our clients, and, in turn, making a difference in the world.

Gannett Fleming is an Equal Opportunity Affirmative Action Employer, including veterans and disability status. Gannett Fleming Inc. will not sponsor an employment visa (e.g., H-1B visa), including any visa renewal during employment, for any candidate for this position. No relocation assistance will be provided for this position. Local residents will be given preference.

NO AGENCIES PLEASE: Unsolicited resumes from third party agencies will not be accepted.

Location: San Mateo, CA
Working Hours: 8 AM – 5 PM
Employment Status: Full-Time
Internal Requisition ID: