Project AdministratorExecutive Assistant

About the Position

Were seeking a Project Administrator / Executive Assistant to support a large heavy-civil infrastructure program in the San Francisco Bay Area. Your primary focus will be to keep day-to-day project operations humming while providing cross-functional support across document controls project controls facility administration and project practice you will set the cadence for meetings and minutes manage calendars and logistics route submittals and RFIs through the EDMS with clean metadata gather inputs for invoices and change logs coordinate space access and vendors and handle onboarding and offboarding checklists. You will also stage materials for briefings and status packets track action items to closure and surface issues early so project leadership has timely accurate information.

This is a full-time long-term hybrid position (3 days per week on-site) located in the San Francisco Bay Area CA.

Responsibilities may include but are not limited to the following :

• Project administration : meeting scheduling agendas minutes action-item tracking calendar support for PM leadership travel and expense coordination procurement support mail / shipping.
• Facility administration : maintain office supplies seating plans visitor management access badges conference rooms vendor coordination and facility work orders.
• Document controls support : intake and routing of submittals / RFIs / NCRs transmittals metadata checks version control distribution lists audit-ready filing in the EDMS (naming numbering revision tracking).
• Project controls support : collect timesheets and accrual inputs assemble backup for invoices and pay apps maintain change / PCI logs help reconcile quantities and status reports light schedule / log alignment.
• IT / EDMS coordination : triage user access requests group permissions and simple troubleshooting; escalate issues to IT / DC leads as needed.
• Onboarding / offboarding : checklists account requests hardware / peripherals coordination directory updates training invites seat / locker assignments return-of-equipment tracking.
• Events and logistics support (occasional) : plan internal meetings town halls and occasional client events including catering AV and materials; support site walks and safety briefings.
• Reporting : prepare recurring status packets (logs KPIs dashboards) compile exhibits for leadership briefings and maintain trackers that feed monthly reports.
• Compliance : follow program procedures (filing standards records retention confidentiality) support audit readiness and help ensure consistent use of templates / forms.

Attributes

Minimum Qualifications

Preferred Qualifications

$500M) complex heavy-civil infrastructure projects that include highways roads bridges transit (including rail and bus) and / or airport projects.

Compensation Details

The salary range listed for this role is $94k-$122k / year ($45-$59 / hour). The final salary offered will be based on multiple factors and thoughtfully aligned with each candidates level of experience breadth of skills total education achieved certifications / licenses that have been obtained geographic location etc.

Just LOOK at the Benefits We Offer!

Specific plan details and coverage for each benefit noted above will be provided upon offer. #IN-LNJS

Luster is committed to creating an inclusive work environment with a diverse workforce. All qualified applicants will receive consideration for employment without regard to criminal history race color religion gender gender identity or expression sexual orientation national origin genetics disability age or veteran status. This employer participates in E-Verify. The employer will provide the Social Security Administration (SSA) and if necessary the Department of Homeland Security (DHS) with information from each new employees I-9 to confirm work authorization.

All positions may be subject to a background check and drug test once a conditional offer of employment is made for any convictions directly related to its duties and responsibilities in accordance with all applicable local state and / or federal regulations.

This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities duties and skills for the position.

Luster does not accept unsolicited the absence of a signed agreement Luster will not consider or agree to payment of any kind. Any unsolicited resumes presented to Luster personnel including those submitted to Luster hiring managers are deemed to be the property of Luster.

Please email for accommodations necessary to complete the application process.

Required Experience :

IC

Key Skills

Microsoft Office,Construction Experience,Microsoft Outlook,Microsoft Word,Sage,Microsoft Powerpoint,Microsoft Excel,Project Management,Sharepoint,Microsoft Project,Administrative Experience,Project Coordination

Employment Type : Contract

Experience : years

Vacancy : 1

Hourly Salary Salary : 45 - 59