Project Coordinator/Executive Assistant

Company Description

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

Job Description

AECOM is seeking an Project Coordinator/Executive Assistant to be based in Oakland, CA. 

JOB SUMMARY:
The Executive Assistant will provide administrative support to the leadership team for a large Transportation department.  This position requires resourcefulness, administrative skills, ability to prioritize and multi-task, change management and adaptability, excellent communication skills, collaboration, team building, and the highest degree of confidentiality. 
RESPONSIBILITIES:

• Lead complex and diverse administrative assignments seeing them through from conception to completion. Supervise administrative support staff as team continues to grow in size and scope
• Coordinates webcasts, conferences and/or events including meeting room reservations and logistics, A/V, meals, preparing meeting materials and can include attending the meetings and taking notes. Collaborating with other departments on special engagement projects. This could also entail some travel to meeting locations
• Meets regularly with leadership to review status of projects; plan key events, meetings and upcoming travel; and prioritize open action items
• Creates and maintains presentations, correspondence, reports, spreadsheets, and other necessary documents in response to and in anticipation of executive's needs. Maintains well-organized digital and hard copy files and records for efficient retrieval of data or information when needed
• Interacts and communicates with all levels within the company; develops effective networks with peers, as well as external professional groups
• Gather, review and submit information for project/ program pursuits
• Aid in business development with our clients
• Anticipate business needs of leadership team, be proactive, troubleshoot problems and take initiative
• Manages and maintains the department’s MS Team site and calendar in Microsoft Outlook
• Coordinates and processes travel arrangements, itineraries, and agendas; compiling documents for travel-related meetings; and company credit card reconciliations and/or approvals in a timely manner
• Prepares, reviews, submits, and tracks expense reports for reimbursements; enters, tracks, and processes departmental-level expenses and invoices for payment as needed
• Identifies opportunities for process improvement and recommends special projects and initiatives related to general business administration
• Perform other related projects and duties as assigned

Qualifications

MINIMUM REQUIREMENTS:

• HS 6 years of relevant experience or demonstrated equivalency of experience and/or education

PREFERRED QUALIFICATIONS:

• Strong experience working in Microsoft Word, Excel, Outlook, and PowerPoint
• Experience in the transportation/ engineering field
• Experience composing and preparing correspondence and reports
• Demonstrated excellent verbal and written communication skills, and
• Experience managing multiple and changing demands, details, and deadlines

Additional Information

• Travel is not required for this position.
• Sponsorship is not available for this position
• Relocation is not available for this position.

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About AECOM

AECOM is proud to offer a comprehensive benefits program 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 absence, voluntary benefits, perks, U.S. and global well-being programs, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity 

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a culture of equity, diversity and inclusion – a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation and benefits programs to meet the diverse needs of our employees and their families. We also provide a robust global well-being program. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

All your information will be kept confidential according to EEO guidelines.