PDS Admin III/Project Coordinator

AECOM•Sacramento, CA

1d•Onsite

About The Position

AECOM is seeking a PDS Administrative Assistant/Project Coordinator to provide high-level administrative support to the Planning and Engineering Office within the California High-Speed Rail Program. The role supports project and team operations by coordinating administrative assignments, priorities, documents, meetings, events, communications, and onboarding and offboarding activities. The position requires strong organization, communication, and problem-solving abilities, along with professionalism, adaptability, confidentiality, and a collaborative approach. The role is based in one of AECOM’s Sacramento, California offices. It includes coordination with the PDS team, the California High-Speed Rail Authority, other departments, and external professional groups. Some travel to meeting locations may be involved. Newly hired employees must attend in-person Day 1 onboarding at an AECOM office as a condition of employment.

Requirements

BA/BS degree plus four years of relevant experience, or demonstrated equivalency of experience and/or education.
Strong proficiency and knowledge of Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
Ability to communicate effectively with management, coworkers, clients, vendors, contractors, and visitors.
Job-related technical knowledge necessary to complete the work.
Ability to attend to detail and work in a time-conscious and time-effective manner.

Nice To Haves

Experience composing and preparing correspondence and reports.
Excellent verbal and written communication skills and experience.
Experience managing multiple and changing demands, details, and deadlines.

Responsibilities

Handle filing, printing, calendaring, coordination, document quality control, and other administrative tasks.
Lead complex and diverse administrative assignments from conception through completion.
Support other administrative staff as the project grows in size and scope.
Coordinate conferences and events, including meeting-room reservations, logistics, audiovisual needs, meals, and meeting materials; attend meetings and take notes when needed.
Collaborate with other departments on special engagement projects, which may involve travel to meeting locations.
Assist with change-management processes and tracking.
Meet regularly with the Task Lead to review project status, plan events, meetings, and travel, and prioritize open action items.
Create and maintain presentations, correspondence, reports, spreadsheets, and other documents in response to and anticipation of Task Lead needs.
Maintain organized digital and hard-copy files and records for efficient retrieval.
Communicate with all levels of the PDS team and the California High-Speed Rail Authority, and develop networks with peers and external professional groups.
Anticipate business needs, troubleshoot problems, take initiative, and work proactively.
Manage and maintain the Microsoft Outlook calendar, assist with scheduling within delegated limits, and apply an understanding of priorities when scheduling meetings.
Ensure project correspondence and documentation follow prescribed formats.
Support onboarding and offboarding and coordinate facilities-related needs, including system access, workspace setup, projected and actual start dates, and activity tracking.