Overview
Assistant to the Director Jobs in Oakland, CA at City of Oakland, CA
Receptionist
Country: United States
Position Location: New York City, NY
Contract Type: Temporary
Work Pattern: Full Time
Sector: Corporate services
Discipline: Administration
Job Ref: 1323
Recruiter Contact: Heather Yawger
Here at Mott MacDonald, we are experts in engineering, management, and development services supporting multisector project work in over 150 countries. One of the largest employee-owned companies in the world, we pride ourselves in our ability to deliver exceptional outcomes through the connected thinking of our 16,000+ talented consultants. Sustainability and innovation are at the heart of all of our sectors which, in North America include Advisory, Built Environment, Energy, Transportation, and Water.
The administrative assistant will lead or provide support to many of the overall front of house office responsibilities and provide business management support when requested to the New York City Mott MacDonald office. This is a full-time in office position. As office manager you will organize and supervise all the administrative activities that facilitate the smooth running of the office and will be responsible for administering our management procedures to comply with our quality, environmental, information security and health and safety accreditation.
Answer phone calls, greet clients and visitors to the office.
Order and maintain stock of office and kitchen supplies.
Provide assistance with computers and office equipment.
Receive mail and courier packages, arrange for courier package pickup.
Maintain office security by providing building access and badging for MM staff and visitors.
Coordinate with office building management.
Organize and coordinate staff meetings, food ordering and delivery, conference room schedules, and hotel recommendations.
Monitor adherence to office safety, security, and environmental policies and procedures.
Maintain office SharePoint site and roster of staff.
Provide any other office administrative duty as needed.
Undertakes and reviews office risk assessments, identifying hazards and completing actions to mitigate their risk.
Arranges emergency procedures including fire, security and first aid.
Undertakes monthly inspections of the office, supported by the Office Director.
Ensures all accidents and near misses, plus Health, Safety and Security, Environmental and Information Security incidents are reported, recorded and investigated.
Ordering all IT, printing, stationery, equipment and general supplies etc. and coordinating IT support for the office when applicable.
Process new hire materials for MM employees and conduct on-board orientation and set up for all new employees.
First point of contact; making clients and guests feel welcome (organizing refreshments and lunches and clearing afterwards).
Assisting project teams as and when necessary to complete client facing work.
Maintains staff availability.
Set up SharePoint Sites
Plan and execute in-office and outside team-building events, provide support to ECP group (staff meetings, lunches, BOC, team building).
Soliciting price proposals and setting up new vendors and services as needed
Assisting with any other tasks that are required.
Assist formatting reports and reviewing documents for completeness and conformity with the Mott MacDonald brand.
Provide project administrative support as needed.
Candidate Specification: We welcome applications from candidates with:
Strong interpersonal and communications skills – verbal and written
Superior personal computer and Windows skills, substantial experience with Microsoft 365 apps and Adobe Acrobat/ Bluebeam Revu/ PDF Exchange.
Salary Range: $59,000-$60,000
Benefits: 401k, medical, dental and vision insurance, STD/LTD disability, holiday, PTO, parental leave and company paid life insurance
Equality, diversity and inclusion
We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.
Equal employment opportunity is the law.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, creed, marital status, sexual orientation, gender identity, citizenship status or disability status.
Hybrid working policy
At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.
More about Mott MacDonald
We’re a global engineering, management and development consultancy.
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.
A fundamental part of this is respecting each person’s differences and striving to meet their needs.
Our values: progress, respect, integrity, drive, excellence
Title: Assistant to the Director
Company: City of Oakland, CA
Location: Oakland, CA
