AECOM Administrative Assistant in Burnaby, British Columbia

Business Line Water

Position Title Administrative Assistant

Canada - British Columbia


Job Summary

The Water Division of AECOM Burnaby, BC is actively seeking a highly talented junior/intermediate administrative assistant for immediate employment in our Burnaby, BC office. The appropriate candidate must be able to demonstrate a strong established administrative career preferably within our industry. This position is a shared role therefore the candidate will be working directly with our senior level administrative assistant.

  • Work includes some of or all of the following: prepares or proofs correspondence, forms, spreadsheets, or documents, schedules meetings, makes travel arrangements. Familiar with a variety of the fields, concepts, practices, and procedures. Relies on experience and judgment to plan and accomplish more complicated goals. Uses Word, Excel, PowerPoint, Outlook, and other programs to accomplish work. May direct and lead the work of others.

  • Provides administrative support to the Water department, including managers and employees, which includes but is not limited to the following job expectations:

  • Provides general administrative support including answering/placing telephone calls, schedules meetings, researches non-technical matters, types reports, letters, specifications, memos and may compose routine correspondence.

  • Prepares reports including the researching, compiling and summarizing of data.

  • Provide contract administration support to project managers using the AECOM Ecosystem applications, as requested.

  • Works with other administrative assistants, executive assistants and colleagues to provide back up and to support department(s) and company events.

  • Provides back up support and assists with work overflow as needed to executive assistants as well as coverage of duties during leave/vacation.

  • Provides project managers with updating support for client and financial information input into Salesforce. Some maintenance of AECOM CRM Salesforce system may be required.

  • Maintains routine and confidential records and files as per ISO 9001 and AECOM Quality Management System requirements including electronic and document filing.

  • Assist project managers with basic information for GO/NO GO, B&P, SOQ’s and all PA forms including Project Plans, Health & Safety Forms and Record of File Folders.

  • Maintains appointments, schedules and department vacation planner.

  • Gathers and processes expense reports for department managers in a timely manner.

  • Assists with IT needs, including software, hardware ordering and license renewals as required in accordance with AECOM IT policy and procedures.

  • Provides basic orientation for new hires in the department as well as on boarding for new hires.

  • Attends quarterly administrative meetings.

  • Assist with rotational admin switchboard relief for lunch/vacations/absences.

  • Coordinates and plans travel for team members and obtains the necessary approvals, as required.

Minimum Requirements

  • University or Business College Diploma or equivalent

  • Knowledgeable in all aspects of Microsoft Suite 2010-2013 including formatting of large reports, documents as well as Excel spreadsheet experience.

  • Word, Excel, Outlook, PowerPoint, SharePoint, Adobe Creative Cloud & PDF editing, Webex conferencing

  • Must be a team player

  • Must have a “can-do” attitude

Preferred Qualifications

  • A diploma or certificate in Business Administration.

  • Experience in Engineering or Construction fields.

  • Project administration, project finance or contract administration experience.

  • Experience in event planning.

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

Country Canada

Position Status Full-Time

Requisition/Vacancy No. 179661BR

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.