Highway Program Management Assistant

At Mott MacDonald, we trust our brilliant people to do brilliant things in engineering, management, and development services, supporting multisector project work in over 150 countries. As one of the largest employee-owned companies in the world, we pride ourselves on our ability to deliver exceptional outcomes through our network of 20,000+ talented consultants. With sustainability and innovation at the heart of all our sectors in North America, including, Buildings, Energy, Transportation, and Water.

We believe in empowering our people to excel, learn, and grow, offering diverse opportunities to contribute to career-defining work. Join us and be part of a collaborative environment where your ambitions are united with ours, and you can truly shape your story.

Mott MacDonald seeks a Highway Program Management Assistant to support a client in San Jose, California. This role will provide executive-level administrative support to the Highway Program Manager while assisting with project and program tracking functions across the Highway Program.

This position will also be responsible for completing agency-required processes to help deliver individual projects that are part of a Highway Improvement Program. This position focuses on supporting the Highway Program Manager in implementing agency-sponsored solutions on the State Highway System that is operated by Caltrans.

As the Highway Program Management Assistant, the duties of this position will include:

Executive & Administrative Support

• Manage calendars, schedule meetings, and coordinate with internal and external stakeholders.
• Prepare agendas, draft presentations, meeting materials, and record meeting minutes.
• Draft, proof, and distribute correspondence, memos, and reports.
• Track action items, deadlines, and follow-ups to ensure timely completion.
• Maintain program documentation, databases, and filing systems.

Program & Project Coordination

• Support the Highway Program Manager on Program administration to support the agency processes and procedures to deliver key project/program components for the agency and achieve continuous improvement
• Monitor compliance with client practices and ensure consistency across program activities.
• Coordinate with project managers, resident engineers, and stakeholders to support the Deputy Director on administrative deliverables.
• Serve as a liaison between the program manager and project teams, consultants, and agency partners.
• Handle sensitive information with discretion and professionalism.

In summary, the role is to satisfy the needs of a Mott MacDonald clients at both the project and program levels, within Mott MacDonald’s surface transportation team. We look forward to you joining our team!

Candidate Qualifications

• 5–8 years of relevant experience in administrative support, program/project coordination, or management support roles.
• Bachelor’s degree in Business Administration, Management, Communications, Engineering, or related field preferred.
• Hybrid work schedule: minimum of 3 days per week in San Jose, California office; up to 2 days remote (Monday to Friday work week).

Essential Skills/Requirements:

• Excellent writing skills.
• Excellent presentation and communication skills
• Extensive experience with MS Office using Word, Excel, PowerPoint, Outlook and MS Teams
• Experience using DocuSign and Adobe Acrobat
• Typing skills (60+ words per minute)
• Schedule development
• Ability to prioritize and able to work under pressure.
• Ability to meet deliverable schedule requirements
• Ability to establish and maintain good working relationships with clients and colleagues.
• Ability to demonstrate a flexible approach to work.
• Technically and commercially aware to be able to deliver and solve problems.
• Proactive and self-motivated.
• Effective time management - efficient and able to add value to projects
• Customer focus - ability to engage in sound relationships with the customer’s project team
• The ability to communicate internally with senior stakeholders with strong networking and influencing skills.
• Experience with negotiation, analytical, and problem-solving skills.
• Experience in administering contracts, projects, and programs is a plus

Our teams are comprised of bright and enthusiastic people who wish to make a difference to the world that we live in. If you share that vision and don’t have all the experience outlined in this posting, we still want to hear from you!

Let’s discuss how we can help you take the next step in your career and how you can participate in an exciting new chapter for Mott MacDonald in North America.

At Mott MacDonald, we provide a comprehensive benefit package that includes 401k, medical, dental and vision insurance, short-term/long-term disability, paid holidays, PTO, parental leave and company paid life insurance. 

The expected salary for this position is $99,000- $121,000

Individual pay is determined based on several factors such as work location, education, experience, and unique skills. 

Equal opportunity is the law. 

We seek 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.

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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.