Administrative Assistant - Environmental Program Support

Job description

At Jacobs, we're focused on solving today's environmental challenges by delivering innovative and sustainable solutions for our clients and communities. We are seeking a highly organized and proactive Administrative Assistant to support project teams and environmental professionals in our Loveland, Colorado office. Based in Loveland, Colorado, you'll provide administrative, coordination, and document-management support to project managers, engineers, scientists, and field personnel supporting environmental investigation, remediation, compliance, and restoration projects.

You will serve as a key resource for scheduling, meeting coordination, invoicing support, travel logistics, document control, onboarding assistance, and general office operations. At Jacobs, we're partnering across the globe to create the best project outcomes by maximizing the design, digital technology, and support capabilities of our Global Integrated Delivery teams. By joining Jacobs, you'll work alongside experienced professionals while helping support a high-performing environmental practice serving a variety of public- and private-sector clients.

This is a hybrid position based in Loveland, Colorado, combining office-based support with flexibility to support business needs.

Key Responsibilities

• Provide administrative support to project managers, program managers, engineers, scientists, and field staff.
• Coordinate meetings, prepare agendas, distribute meeting materials, and document action items.
• Maintain project files, records, correspondence, and document-control systems.
• Assist with preparation, formatting, and distribution of reports, presentations, work plans, and client deliverables.
• Support project invoicing, expense tracking, purchase orders, and financial documentation.
• Prepare expense reports for staff intermittently
• Coordinate travel arrangements, training schedules, visitor access, and logistics for project personnel.
• Assist with onboarding activities for new employees and subcontractors.
• Serve as a point of contact for office vendors, supplies, equipment, and facility-related needs.
• Support proposal preparation, resume updates, organization charts, and other business-development materials.
• Maintain calendars and assist with scheduling client, team, and regulatory meetings.
• Track action items, deadlines, and recurring program deliverables.
• Provide data-entry, filing, records-management, and general office support.
• Promote a positive office culture and support Jacobs safety, quality, and compliance requirements.
• High school diploma or equivalent required; associate degree or related administrative training preferred.
• 3+ years of administrative, office coordination, project support, or executive assistant experience.
• Strong proficiency with Microsoft Office applications including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience coordinating meetings, calendars, travel, and office logistics.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience supporting project teams, engineering, environmental, construction, or professional-services organizations preferred.
• Ability to maintain confidentiality and exercise sound judgment.
• Valid driver's license and ability to support occasional local office needs. Ideally, You'll Also Have
• Experience supporting environmental, engineering, energy, or industrial projects.
• Knowledge of project documentation, invoicing systems, and financial tracking processes.
• Experience with SharePoint, document-management systems, and project collaboration tools.
• Familiarity with proposal preparation and client-facing deliverables.
• Experience supporting large programs or multi-discipline project teams.
• Understanding of Jacobs systems, processes, and business operations.
• Strong customer-service orientation and relationship-building skills.
• Ability to anticipate team needs and work independently with minimal supervision. #LI-AC4 Jacobs is an Equal Opportunity/Affirmative Action Employer.

All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law.

Learn more about your rights under Federal EEO laws and supplemental language.