Project Administrator/Executive Assistant

About The Position

We’re 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 admin. In 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

• Excellent written and verbal communication and interpersonal skills.
• Excellent multi-tasking and organizational skills.
• Collaborative mindset that fosters teamwork, trust, and positive relationships.
• Natural curiosity, problem-solving abilities, and a passion for continuous improvement.

Minimum Qualifications

• Bachelor’s degree in construction management, engineering, business, project management, or a related field, or equivalent combination of education and experience.
• 5+ years’ experience in project administration, office engineering, document control, or project controls on heavy-civil or transportation/transit projects.
• Experience coordinating meetings and producing minutes, logs, and action trackers.
• Experience working with contract documents, technical specifications, construction drawings, submittals/RFIs, and change documentation.
• Proficiency with industry standard document control software (e.g., SharePoint, E-Builder, Aconex, Procore, etc.).
• Proficiency with Microsoft Office Suite/Office 365 (e.g., Outlook, Teams, Word, Excel, PowerPoint, etc.).

Preferred Qualifications

• Master’s degree in construction management, engineering, business, or project management.
• Project Management Professional (PMP) and/or Certified Associate in Project Management (CAPM).
• Experience with large (>$500M), complex, heavy-civil infrastructure projects that include highways, roads, bridges, transit (including rail and bus), and/or airport projects.
• Experience delivering projects through both traditional and alternative methods (e.g., DB, CM/GC, P3).
• Experience in roles supporting owners.
• Understanding of public agency procedures and contract compliance requirements (e.g., FTA, FAA, DOTs, etc.).
• Prior experience coordinating with contractors, design teams, and construction managers in a fast-paced project environment.
• Exposure to cost tracking, schedule management, or document control systems
• Experience with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.

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 candidate’s 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!

• Unlimited flexible time off
• Paid holidays
• Paid parental leave
• Health, dental, and vision insurance
• Flexible spending accounts (healthcare and dependent or elder care)
• Long-term disability insurance
• Short-term disability insurance
• Life insurance and accidental death and dismemberment
• 401(k) plan with guaranteed employer contribution
• Formal career planning and development program
• $2,500 annually toward professional development
• Wellness program with monthly wellness stipend
• Company cell phone or cell phone plan reimbursement
• Free personalized meal planning and nutrition support with a registered dietitian
• Free personal financial planning services
• Employee assistance program
• Employee discounts
• Employee referral bonus

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 employee's 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 required for the position.

Luster does not accept unsolicited resumes. In 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 hiring@luster.com for accommodations necessary to complete the application process.