Administrative Assistant

AECOM•Middleton, WI

5d•$26 - $35•Hybrid

About The Position

AECOM is seeking an organized and proactive Administrative Assistant to support multiple business lines in 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 activities, and assist with workplace safety initiatives. The ideal candidate is detail-oriented, resourceful, and comfortable managing multiple priorities while working with employees, project managers, and business leaders across the office. The position supports office administration, employee onboarding, business development and marketing, and local workplace safety coordination. It is based in a hybrid work model. The role does not provide visa sponsorship, and newly hired employees must attend an in-person Day 1 onboarding at an AECOM office.

Requirements

High school degree and 6 years of experience.
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.
Demonstrated experience coordinating office operations, employee onboarding, invoice processing, meetings, and internal events.
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.