PDS Admin III/Project Coordinator

PDS Admin III/Project Coordinator

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 include filling, printing, calendaring, coordination, document quality control, other admin tasks; leading complex and diverse administrative assignments seeing them from conception to completion; supporting other administrative support staff as project continues to grow in size and scope; coordinating 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; providing assistance with change management process and tracking; meeting regularly with Task Lead to review status of projects; plan key events, meetings, and upcoming travel; and prioritize open action items; creating and maintaining presentations, correspondence, reports, spreadsheets, and other necessary documents in response to and in anticipation of task lead needs. Maintaining well-organized digital and hard copy files and records for efficient retrieval of data or information when needed; interacting and communicating with all levels within the PDS team as well as CHSRA; developing effective networks with peers, as well as external professional groups; anticipating business needs, be proactive, troubleshoot problems and take initiative; managing and maintaining calendar in Microsoft Outlook, including assisting with scheduling, within limits and at his/her discretion; applying understanding of priorities in scheduling meetings; ensuring that project correspondence and documentation are handled according to a prescribed format; supporting onboarding and offboarding processes and facilities coordination, including system access, workspace setup, projected and actual start dates, and activity tracking.

Qualifications

Minimum requirements include BA/BS + 4 years of relevant experience or demonstrated equivalency of experience and/or education. Strong proficiency and knowledge of computer software, including Microsoft Outlook, Teams Microsoft Word, PowerPoint, and Microsoft Excel. Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors. Job related technical knowledge necessary to complete the job. Ability to attend to detail and work in a time-conscious and time-effective.

Preferred requirements include experience composing and preparing correspondence and reports; demonstrated excellent verbal and written communication skills, and experience; experience managing multiple and changing demands, details, and deadlines.

Additional Information

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.