Administrative Assistant

AECOM•Middleton, WI

4d•Onsite

About The Position

AECOM is seeking an organized and proactive Administrative Assistant to support multiple business lines at its Middleton, Wisconsin office, primarily supporting the Transportation business line. The role provides administrative and operational support to maintain efficient office operations, coordinate employee onboarding, support business development, and assist with workplace safety initiatives. The position involves working with employees, project managers, and business leaders while managing multiple priorities. The Administrative Assistant handles office administration and operations; coordinates new-hire onboarding; supports business development and marketing activities; and serves as the local office SH&E administrative lead. The role also coordinates office events, facilities requests, safety committee activities, evacuation drills, emergency preparedness, and safety equipment maintenance.

Requirements

High school degree.
Six years of experience.
Demonstrated experience coordinating office operations, employee onboarding, invoice processing, meetings, and internal events.
Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.

Nice To Haves

Associate's or bachelor's degree in Business Administration, Office Administration, or a related field.
Experience providing administrative support in an engineering, construction, transportation, or professional services environment.
Experience with Salesforce, SharePoint, Workbench, or similar business systems.
Experience supporting business development, marketing, and client engagement activities, including mailings, luncheons, career fairs, and professional association events.
Experience coordinating office facilities, workplace safety programs, emergency preparedness, and employee safety initiatives.

Responsibilities

Provide general administrative support, including correspondence, scheduling, mail, shipping, office supplies, and invoice processing.
Coordinate professional association payments, including ACEC and TDA, and assist with monthly WisDOT Notices of Intent (NOIs).
Coordinate office maintenance, cleaning, and facility requests with the landlord and facilities management.
Support town halls, team meetings, employee luncheons, and other office events.
Coordinate new-hire onboarding activities, including badges, office access, headshots, company swag, safety/PPE, and office procedures.
Assist with I-9 documentation coordination and communicate with hiring managers and assigned employee buddies to support onboarding.
Assist with Salesforce activities, client mailings, luncheons, and other business development initiatives.
Support marketing activities, including career fairs, GP2W initiatives, and event coordination.
Assist with marketing invoicing and administrative support for Workbench, CARS, and MW Contracts.
Serve as the local office SH&E administrative lead, coordinate Safety Committee activities, and support Floor Wardens.
Coordinate evacuation drills and emergency preparedness, and maintain office safety kits and fire extinguishers in collaboration with the landlord and BGIS.