Project Assistant (CHSR)

Job Description

Under the direction of the Senior Leadership (Principal Transportation Engineers and Chief Executive Assistant), this role provides high-level administrative and analytical support within the Contract Administration Office for the California High-Speed Rail Authority (CAHSR). This position is responsible for managing key administrative functions, assisting in meeting coordination, and supporting contract-related processes with accuracy, discretion, and critical thinking. The ideal candidate will thrive in a fast-paced environment and possess a high degree of professionalism, attention to detail, and independent problem-solving capabilities.

Position Responsibilities

• Provide direct senior-level administrative support to the supervisory positions to include Principal Transportation Engineers and Chief Executive Administrators.
• Review and analyze emails and related attachments, offering concise summaries and identifying key action items or decision points
• Manage scheduling, meeting coordination, and logistical planning, including attendance at internal and external meetings
• Maintain organized digital and physical files to ensure seamless access to key documents and information
• Exercise independent judgment in handling confidential information and prioritizing competing deadlines
• Draft, edit, and format reports, memos, and presentations as needed
• Serve as a point of contact between the Principal Transportation Engineer and other departments, consultants, or stakeholders
• Identify process efficiencies and provide recommendations to improve administrative workflows
• Support other related duties as assigned to ensure smooth functioning of the office
• Other related duties may be assigned

Basic Job Requirements

• A combination of education and directly related experience equal to ten (10) years; some locations may have additional or different qualifications in order to comply with local requirements
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors
• Job related technical knowledge necessary to complete the job
• Ability to attend to detail and work in a time-conscious and time-effective manner

Other Job Requirements

• Proven experience providing executive or senior-level administrative support
• Exceptional attention to detail and strong organizational skills
• Demonstrated ability to review, interpret, and synthesize information from complex written materials
• Strong written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines in a dynamic environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Team, SharePoint)
• Ability to work a hybrid schedule requiring 3 days in office and 2 days remote

Preferred Qualifications

• Bachelor’s degree and six (6) years of related experience
• Experience supporting the Engineering or Construction projects
• Experience supporting public sector executives or working within a government agency is highly desirable
• Familiarity with high level executive scheduling, professional written and verbal communication
• Administrative Certifications (e.g., CAP, PMP)

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