Sr. Administrative Assistant

at  AECOM

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

JOB DESCRIPTION

AECOM is looking for a Senior Administrative Assistant to join our team in Calgary, AB. This is a Full-time role. The incumbent will be responsible for overseeing the administrative function for a designated business line / office and will provide additional administrative support as required.

• Manages the day to day administrative functions for an AECOM office
• Point of contact for office equipment, boardroom technology and office supplies needed on a day-to-day basis.
• Oversees management of office security system
• Accountable for Reception management and provides back up support
• Supports Safety and Quality initiatives in the office.
• Implement important employee engagement programs.
• Engage with IT on the latest updates and enhancements.
• Coordinate local on-boarding of new hires.
• Liaise with corporate services on upcoming initiatives and implementation.
• Provide senior level administrative support to area Business Lead (BL) including, but not limited to;
• Utilize advanced level MS Word skills to prepare and format client report submissions using AECOM Word templates.
• Manage and coordinate BLs schedule
• Prepare monthly management reports as required from Salesforce and other sources
• Schedule and attend planning meetings with BL to review and discuss upcoming initiatives, programs and weekly action items; schedule to be dictated by BL
• Engage with BL for appropriate execution of contracts and other documents
• Coordinate / attend management meetings as directed ensuring meeting materials are distributed in advance
• Responsible for BL communications including; New Hires Announcements and Project Wins and Profiles
• Provide administrative support to Team Managers, Lead Engineers/ Project Managers and Business Line team members through proactive engagement with employees.
• Coordinate team social functions in a timely manner as directed.
• Provide additional administrative support as required.
• Maintain the confidentiality of sensitive information.

Qualifications

MINIMUM REQUIREMENTS:

• GED or High School completion.
• A minimum of 6 years of relevant administration experience or demonstrated equivalency of experience and/or education.

PREFERRED QUALIFICATIONS:

• College Diploma or University Degree in Business / Office Administration program or alike
• Minimum 5-8 years’ experience in similar role
• Knowledge of the corporation’s business activities
• Well versed in all administration programs and policies
• Proficiency with Microsoft Word, Excel, Power Point and Outlook.
• Excellent communication skills, both verbal and written.
• Strong organizational and time management skills.
• Initiative and self-managing skills to be able to work independently with minimal direction.
• Proactive team member and team player
  Additional Information

• Manages the day to day administrative functions for an AECOM office
• Point of contact for office equipment, boardroom technology and office supplies needed on a day-to-day basis.
• Oversees management of office security system
• Accountable for Reception management and provides back up support
• Supports Safety and Quality initiatives in the office.
• Implement important employee engagement programs.
• Engage with IT on the latest updates and enhancements.
• Coordinate local on-boarding of new hires.
• Liaise with corporate services on upcoming initiatives and implementation.
• Provide senior level administrative support to area Business Lead (BL) including, but not limited to;
• Utilize advanced level MS Word skills to prepare and format client report submissions using AECOM Word templates.
• Manage and coordinate BLs schedule
• Prepare monthly management reports as required from Salesforce and other sources
• Schedule and attend planning meetings with BL to review and discuss upcoming initiatives, programs and weekly action items; schedule to be dictated by BL
• Engage with BL for appropriate execution of contracts and other documents
• Coordinate / attend management meetings as directed ensuring meeting materials are distributed in advance
• Responsible for BL communications including; New Hires Announcements and Project Wins and Profiles
• Provide administrative support to Team Managers, Lead Engineers/ Project Managers and Business Line team members through proactive engagement with employees.
• Coordinate team social functions in a timely manner as directed.
• Provide additional administrative support as required.
• Maintain the confidentiality of sensitive information