Administrative Assistant 2

Job Description

The Administrative Assistant II provides foundational to intermediate administrative support and is expected to handle multi-system tasks in accordance with established procedures with moderate level of guidance. This role requires good judgment, prioritization, and stakeholder interaction, with a focus on document management, vendor coordination, and IT-related support. 

Responsibilities & Duties

Prepare and process stakeholder expense reports using credit card data, scanned receipts, and travel documentation. Track approvals and resolve payment issues by coordinating directly with Accounts Payable (A/P). Support multiple stakeholders and assist with bulk submissions or escalations as needed. 

• Create, review, and update shared files and repositories in SharePoint and Teams. Ensure accurate folder structure, naming conventions, and document accessibility. Collaborate with stakeholders for proper document tracking, compliance readiness, and periodic audits of controlled files. 

• Operate multiple systems independently including Oracle, ServiceNow, Salesforce, and AECOM University. Submit IT Helpdesk tickets, request hardware/software services, and monitor system access requests. Track ticket progress and follow up directly with IT or Helpdesk support teams on unresolved items. 

• Create recurring reports such as project trackers, operational dashboards, or expense summaries in Excel or other platforms. Use templates, charts, and visuals to present information clearly and accurately. Assist in creating or updating organizational charts using Visio. 

• Coordinate with Procurement, Finance, and external vendors on tasks such as invoice status, wire transfer follow-ups, and check requests. Raise and monitor Employee Center cases for vendor-related issues. Track COI (Certificate of Insurance) requests and renewal dates where applicable. 

• Manage shared mailboxes with minimal supervision. Apply categorization rules, redirect inquiries to appropriate team members, and respond to basic requests. Maintain inbox hygiene and ensure no urgent messages are missed. 

• Submit and follow up on IT Helpdesk tickets, software access requests, or hardware orders. Support purchase order (PO) creation in Coupa, track order status, and liaise with Procurement for document follow-up or vendor clarification. 

• Support planning and execution of internal meetings including setting agendas, sending invites, reserving rooms, and preparing supporting materials. Coordinate virtual meeting logistics such as Teams Live setup, screen-sharing, and note-taking as needed. 

• Assist in client or process research such as identifying vendor details, gathering client data, or pulling background for compliance or operational use. Compile research findings into basic summaries, spreadsheets, or templates for stakeholder reference. 

• Create simple newsletters, invites, or visual materials using templates. Support basic video editing or slide preparation for team events, updates, or reporting. 

• Assist in coordinating and executing special administrative projects that fall outside of Executive Assistant functions. These may include short-term internal initiatives, department-wide data gathering, audit preparation tasks, or process documentation efforts. Provide reliable admin support across different business functions as needed. 

• Assist in general administrative tasks as needed.

Qualifications

• 
  
  Minimum Requirements:  
  • Bachelor’s Degree or at least 2 years of relevant administration job experience 
  • Intermediate proficiency in Microsoft Word, Excel, Outlook, and PowerPoint required. 
  • Highly motivated with ability to function well in a fast-paced environment. 
  • Excellent interpersonal, organizational and communication skills. 
  • Strong attention to detail with an ability to deliver accurate documentation and task completion. 
  • Experience managing multiple and changing demands, details, and deadlines. 
  • Basic understanding of Administrative and Vendor Support functions  
  • Working knowledge of company organizational structures, terminology, and policies and procedures; experience with and/or working knowledge of functions, terminology, and policies and procedures applicable to assigned department. 
  • Experience with project coordination and budget tracking. 
  • Must be amenable to a fixed night shift and a hybrid work setup requiring onsite attendance three days per week.

•  Attributes:  
  • Ability to effectively communicate and collaborate within a specific group of internal and external customers. (Communication) 
  • Ability to maintain good customer relationships with the ability to understand and respond to customer needs and requirements. (Customer Service) 
  • Ability to be thorough and meticulous in completing assigned reports, tasks, and documentation. (Attention to Detail) 
  • Ability to address basic process issues and may suggest applicable solutions. (Problem Solving) 

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.

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, and service recognition awards.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. 

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.