Administrative Assistant

About the role

AECOM is seeking an organized and proactive Administrative Assistant to support multiple business lines in our Middleton, Wisconsin office, primarily supporting the Transportation business line. This position will provide essential administrative and operational support, helping 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.

Key Responsibilities

Office Administration and Operations

• 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.

Employee Onboarding

• 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 a smooth onboarding experience.

Business Development and Marketing Support

• 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.

Safety and Office Coordination

• Serve as the local office SH&E administrative lead, coordinating Safety Committee activities and supporting Floor Wardens.
• Coordinate evacuation drills, emergency preparedness, and maintenance of office safety kits and fire extinguishers in collaboration with the landlord and BGIS.

Minimum Requirements

• High school degree and 6 years of experience.

Preferred Qualifications

• 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.
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook; experience with Salesforce, SharePoint, Workbench, or similar business systems is desirable.
• 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.

Additional Information

• This role does not provide Visa Sponsorship

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.