Administrative Assistant

Job Description

AECOM is seeking a highly organized and proactive Administrative Assistant to provide advanced administrative support to Team Managers, Lead Engineers, Project Managers, and staff across multiple business lines. This is a new role.

This role supports various teams, ensuring efficient daily operations, high-quality documentation, and effective coordination across projects. The ideal candidate is detail-oriented, technically proficient, and able to manage competing priorities in a fast-paced professional environment.

Key Responsibilities

Administrative Support

• Provide advanced administrative support to Team Managers, Lead Engineers, Project Managers, and project teams across multiple business lines
• Coordinate meetings, including scheduling, preparing agendas, and documenting minutes
• Organize meeting logistics, including room bookings, catering, and required materials
• Support general office administration, including coordinating couriers, mail distribution, and reception

Document Preparation and Quality Control

• Prepare, format, and finalize project documentation including reports, proposals, correspondence, and presentations
• Ensure documents meet AECOM’s corporate branding and quality standards
• Maintain document organization, version control, and electronic filing systems

Financial and Project Coordination

• Assist with administrative aspects of project financial tracking including timesheets, expense submissions, and invoice coordination
• Support project teams with administrative tasks related to project delivery

Communication and Coordination

• Coordinate internal and external communications as required
• Maintain accurate project records, databases, and tracking systems

Technical and Operational Support

• Utilize advanced Microsoft Office skills to develop professional documents, presentations, and tracking tools
• Support complex administrative tasks with minimal supervision while maintaining high attention to detail

Qualifications

Minimum Qualifications

• College diploma in Business Administration, Office Administration, or a related field.
• Minimum 4 years of experience in an administrative support role.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint
• Strong attention to detail and ability to manage large or complex documents under tight deadlines.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities.

Preferred Qualifications

• University degree in Business Administration, Office Management or a related field.
• 7+ years of experience in a similar role.
• Experience supporting teams in a corporate, consulting, engineering, or professional services environment.
• Experience with financial tracking tools, including timesheets, expense reporting, and invoicing processes.
• Familiarity with document control systems and version management.
• Ability to work effectively in a fast-paced, multi-team environment.

Additional Information

About AECOM

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com.

What makes AECOM a great place to work

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity.

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines. Artificial intelligence will be used to support the screening, assessment, and selection of applicants for this role. Final hiring decisions are made by the hiring team.