Project assistant Jobs in USA

Project Assistant I

Dahlin is seeking a Project Assistant I to join our Pleasanton, CA office. This role provides administrative support to principals, project teams, and staff, including preparing documents and reports, editing project specifications, coordinating travel, processing invoices, and supporting meetings and day-to-day office operations. A successful candidate is service-oriented, adaptable, and professional, with the ability to work well with diverse personalities and help maintain strong client and internal relationships. As part of the Administrative Team, this position also provides primary back-up reception coverage and contributes to firmwide administrative coordination. This role requires team members to work in the office 5 days per week, Monday-Friday.

Essential Responsibilities :

Assist principals and project managers with project schedules, budgets, and billing.

Provide administrative and contracting support to principals, project teams, and staff.

Support project documentation, data entry, and tracking using CRM and project management systems.

Coordinate meetings and events (virtual and in-person), prepare agendas and minutes, and arrange room set-up and refreshments.

Prepare accurate reports and documents in a timely manner.

Provide back-up reception coverage; greet visitors, answer phones, and manage mail and packages.

Maintain a professional, safe, and organized office environment.

Manage Outlook calendars as directed.

Coordinate travel arrangements and maintain itineraries.

Process event registrations and related logistics.

Reconcile and code expense reports and monthly credit card statements.

Collaborate with administrative staff across the firm and participate in meetings and special projects.

Knowledge, Skills, & Abilities :

Service-oriented with a flexible, "can-do" attitude.

Strong organizational skills with the ability to prioritize multiple tasks.

Excellent attention to detail and accuracy.

Strong verbal and written communication skills.

Proficient in MS Word, Excel, PowerPoint, and Outlook.

Ability to represent Dahlin in a positive, professional manner.

Ability to work independently and collaboratively.

Ability to travel locally for deliveries, errands, and office needs.

Minimum Experience, Education, Certifications :

A.A. degree or equivalent combination of education and experience.

2+ years of administrative experience in a professional services environment.

Experience supporting multiple leaders.

Ability to lift / move up to 10 pounds and operate standard office equipment.

Experience in an architecture or engineering firm is a plus.

Must be legally authorized to work for any employer in the United States without any restrictions. Please note that visa sponsorship is not offered for this position.

We offer a competitive compensation package based on experience and qualifications. Excellent benefits include medical, dental, and vision coverage. We also offer the opportunity to participate in a pre-tax Flexible Spending plans for medical, childcare, and commuter expenses, Employee Stock Ownership Plan, and 401k. The hourly pay range for this position is $25.00 - $31.00. Placement within this pay range will be determined by factors such as education, qualifications, project complexity and / or experience. The maximum is reserved for candidates who currently meet all job requirements. We believe in the importance of pay equity and consider internal equity of our current team members as part of any final offer.

Dahlin is an award-winning architecture, planning, and interiors design firm with offices located throughout the Western United States. We offer more than 45 years of experience building communities where we live and work, driven by the vision of creating places that promote human fulfillment and well-being. This same Passion for Place starts with our own working environmenta positive community where people thrive.

How to Apply : Please include a cover letter with your resume (PDF or Word / 5MB max) that tells us why you are our ideal candidate and why you want to work for our firm. Inquiries that do not follow these instructions may not be considered.

One last note... Real people review every application, so we regret that due to the large volume of inquiries, we are unable to accept phone calls regarding the status of applications. We'll be sure to contact you if we need more information. Apply now!

As an Equal Opportunity Employer, we are committed to welcoming and supporting a diverse community of professionals. As such, women and people of color are especially encouraged to apply. Our firm participates in E-Verify.