Project Administrative Assistant

Location: Lakewood, CO (Onsite)

Schedule: Monday–Friday, standard business hours

Assignment / Contract Length: 2 years with potential extension

Start Date: ASAP

Overview

A large-scale energy infrastructure project is seeking a highly organized and proactive Major Projects Administrative Assistant to support a geographically dispersed project management team. This position plays a critical role in ensuring smooth daily operations and consistent communication as the team executes a multi-billion-dollar, first-of-its-kind infrastructure initiative.

The ideal candidate thrives in a fast-paced environment, is exceptionally detail-oriented, and can manage competing priorities independently. This role supports senior leadership, project managers, and site personnel across multiple U.S. time zones and occasional international interfaces.

Key Responsibilities

Administrative & Project Support

• Provide direct administrative support to the Project Director and project management team, including calendar management, travel planning, and cross-time zone meeting coordination.
• Schedule meetings, workshops, and stakeholder engagements (virtual and in-person); manage venues, catering, agendas, attendee lists, and visitor logistics.
• Prepare, edit, and distribute project documents, reports, presentations, and correspondence.
• Capture meeting minutes, consolidate key decisions and action items, and distribute summaries to stakeholders.
• Coordinate onboarding activities for new team members and contractors.
• Prepare, manage, and track expense reports for project leadership.
• Assist with transitioning administrative processes from office-based to site-based operations as the project evolves.

Communication & Coordination

• Serve as a central point of coordination between project leadership, internal departments, contractors, suppliers, and external partners.
• Maintain organized cloud-based project files, search and retrieve documents, and take ownership of team working files.
• Draft and format formal written communications and correspondence.
• Support photocopying, scanning, mail distribution, and other administrative tasks as needed.

Operations & Logistics

• Coordinate logistics for off-site events, large group meetings, and internal/external engagements.
• Order and maintain office supplies for the project team.
• Work flexible hours to support multiple U.S. and occasional international time zones.
• Travel with the project team when required.

Minimum Qualifications

• Associate degree or equivalent professional experience.
• At least 5 years of administrative support experience, preferably supporting leadership or project teams.
• High proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams).
• Strong organizational skills with the ability to prioritize independently.
• Exceptional verbal and written communication skills with professional formatting and grammar.
• Demonstrated technical aptitude and ability to learn new tools quickly.
• Valid driver’s license and satisfactory motor vehicle record (for occasional travel).
• Ability to handle multiple deadlines while maintaining accuracy and attention to detail.
• Willingness to answer calls/texts during non-traditional hours when team needs arise.

Preferred Qualifications

• Bachelor’s degree.
• 10 years of administrative support experience.
• Experience supporting major capital projects, construction teams, or engineering environments.
• Familiarity with energy, utilities, or industrial project operations.
• Experience with SharePoint, Concur, Oracle, or similar systems.

JAB Recruitment is an equal opportunity employer. Qualified applicants are considered for positions without regard to race, color, religion, sex, national origin, age, citizenship status, marital status, medical condition, physical or mental disability or any other legally protected status. EOE/M/F/D/V