Administrative Assistant

AECOM; Town of Middleton (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

AECOM is seeking an organized Administrative Assistant to support the Middleton, Wisconsin office, primarily serving the Transportation business line. You will handle essential administrative and operational tasks, coordinate onboarding, assist with business development activities, and support workplace safety initiatives.

The ideal candidate is detail-oriented, able to juggle priorities, and comfortable working with project managers, engineers, and business leaders to maintain productive office

Qualifications

• High school diploma and at least 6 years of administrative experience.
• Experience supporting engineering, construction, or professional services is a plus.
• Proficiency with Microsoft Office; Salesforce and SharePoint familiarity is desirable.

Responsibilities

• Provide general administrative support: correspondence, scheduling, mail, and invoicing.
• Coordinate onboarding activities, badges, office access, and safety procedures.
• Support business development and marketing tasks, events, and invoicing.

Skills

Microsoft Office

Salesforce

SharePoint

Office Administration

Onboarding Coordination

Education

High School Diploma

Bachelor's degree (preferred)

Tools

Workbench

Job description

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 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.

Offered rate of compensation will be based on individual education, qualifications, experience, and work location. The range for this position is $26 to $35.

About AECOM

AECOM is proud to offer comprehensive benefits 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 absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.

What makes AECOM a great place to work

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you'll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you've always envisioned. Here, you'll find a welcoming workplace built on respect, collaboration and community-where you have the freedom to grow in a world of opportunity.

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.