11 days old

Administrative Assistant

San Mateo, CA

Business Line Transportation

Position Title Administrative Assistant

United States of America - California

San Mateo

Job Summary

AECOM is actively seeking a creative, highly talented Administrative Assistant for immediate employment for the San Francisco, CA office. AECOM is proud to provide our employees with exciting, challenging projects.

The responsibilities of this position include, but are not limited to, those listed below:

  • Under the supervision of the Program Management Administrator, provide administrative support to the Caltrain Modernization Project staff including the CalMod Chief and Deputy Chief, Project Delivery Director and Deputy Director, and the Director of Real Estate and Property Development located at the project office.

  • Serve as a point of contact for the department greet visitors, answer phone calls, process mail.

  • Manage calendars, prioritize appointments and contact requests, resolve calendar conflicts, and negotiate rescheduling as necessary.

  • Take and distribute meeting minutes, and prepare agendas, presentations, reports, letters and correspondence.

  • Coordinate meeting schedules, agendas, and correspondence with partnering consultants, contractors and agencies such as the Federal Transit Administration, California High Speed Rail Authority and Pacific Gas and Electric.

  • Coordinate workshops, and meetings, and help with seminar registrations and travel arrangements. Manage internal and external meetings logistics (in-person, phone, and videoconference).

  • Process incoming communications, prepare outgoing communications and follow up on outstanding responses as directed.

  • Prepare expense reports and travel authorization requests.

  • Provide support to the Director of Real Estate and Property Development:

  • Draft and distribute letters to title companies, consulting firms, property owners, the FTA and the State Treasurers Office.

  • Arrange and process routing packets.

  • Save and retitle project photos in desired format to appropriate folder for circulation.

  • Maintain Emergency Contact List.

  • Manage/update staff calendar for the year and holiday PTO schedule.

  • Manage registration and logistical arrangements for required conferences.

  • Order catering for meetings as requested. Set up and take down/clean up after meetings.

  • Assist Safety Team with monthly safety meetings - schedule and set up WebEx.

  • Coordinate meetings with PMOC (Project Management Oversight Committee)

  • Transmit required documents to the PMOC.

  • Coordinate quarterly Information Gathering sessions between PMOC and the designated team leads.

  • Provide PMOC with JPB team lead comments on PMOC Quarterly Report.

  • Other duties as assigned or required.

Minimum Requirements

  • High School diploma

  • 6+ years' related experience

  • Strong MS Word, MS Excel, MS Power Point skills

  • Excellent written and oral communication skills

  • Experience coordinating meetings, presentations, reports and correspondence

  • Experience managing calendars and scheduling

Preferred Qualifications

  • None

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

At AECOM, employee's safety and security are our top Safeguarding core value. All employees are expected to set the highest level of safety expectation in their work, display the highest level of safe behavior, and actively participate in AECOM's Safety For Life Program. SH&E is a part of our company culture and participation is required for all employees.

NOTICE TO THIRD PARTY AGENCIES: Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.

Job Category Administrative Support / Secretarial

Business Group Design and Consulting Services Group (DCS)

Country United States of America

Position Status Full-Time

Requisition/Vacancy No. 189556BR

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.


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Administrative Assistant

San Mateo, CA

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San Mateo, CA

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