AECOM is seeking a PDS Administrative Assistant/Project Coordinator for one of our offices in Sacramento, CA. This role will be providing high-level administrative support to the Planning and Engineering Office within the California High-Speed Rail (CAHSR) Program. Skilled in coordinating multiple priorities in fast-paced environments, with strong organizational, communication, and problem-solving abilities. Demonstrates professionalism, adaptability, confidentiality, and a collaborative approach to supporting team operations and project success.
Position Details:
- Filling, printing, calendaring, coordination, document quality control, other admin tasks
- Lead complex and diverse administrative assignments seeing them from conception to completion
- Support other administrative support staff as project continues to grow in size and scope
- Coordinates 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
- Provide assistance with change management process and tracking
- Meets regularly with Task Lead 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 task lead 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 PDS team as well as CHSRA; develops effective networks with peers, as well as external professional groups
- Anticipate business needs, be proactive, troubleshoot problems and take initiative
- Manages and maintains calendar in Microsoft Outlook, including assisting with scheduling, within limits and at his/her discretion; applies understanding of priorities in scheduling meetings
- Ensure that project correspondence and documentation are handled according to a prescribed format
- Support onboarding and offboarding processes and facilities coordination, including system access, workspace setup, projected and actual start dates, and activity tracking