Job Brief: The Senior Executive Assistant is a highly skilled and experienced professional providing comprehensive administrative support to one or more executives. Having exposure to diverse and complex tasks, the role requires exceptional organizational abilities, discretion, and professional maturity. Aside from facilitating day-to-day administrative operations, the Senior Executive Assistant is expected to provide guidance and technical expertise to other members of the team.
Responsibilities & Duties
· Maintain the Executive’s diary, relying on experience and sound judgment in managing complex appointments
· Serve as a representative of the Executive in managing accessibility and open lines of communication with internal and external networks
· Drive structure and proper prioritization of day-to-day administrative activities including key events, travel, and action items.
· Create and maintain reports, spreadsheets, distribution lists, email groups, and other necessary documents and database in response to and in anticipation of executive's needs
· Arrange domestic and international travel, applying keen attention to detail and resourcefulness in addressing intricate travel requirements
· Practice collaboration with all levels within the company; develop effective networks with peers, as well as external professional groups
· Uphold confidentiality and maintain high standards of business ethics, ensuring strict compliance with company policies
· Prepare and coordinate presentations
· Drive and assist the staging of virtual and in-person events
· Manage correspondence for and in behalf the executive
· Prepare and submit Executive’s expense reports aligned with service level agreements
· Conduct research
· Prepare and process departmental expenses and invoices for payment
· Process purchase requests, purchase orders, invoice coding, vendor setup and accounts payable coordination
· Collaborate with Team Lead to develop process improvement initiatives and improve stakeholder experience
· Provide guidance and technical expertise to junior members of the team
· Lead and support key projects
· Enhance the value of the EA role by practicing professional maturity – exhibiting a high level of professionalism, confidentiality, and adaptability in dealing with evolving priorities and deadlines.
Minimum Requirements:
- Bachelor’s Degree or equivalent experience
- Strong experience working with MS 365 particularly 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
- Excellent verbal and written communication skills
- Experience drafting reports and correspondence
- Experience managing multiple and changing demands, details, and deadlines
- Experience working with a global team
- Good understanding of administrative and vendor support functions
- Experience with project coordination and budget tracking
- Experience with Sharepoint is a plus
Attributes
- Ability to effectively communicate and collaborate within a varied audience and internal and external customers. (Executive Level Communications)
- Ability to maintain good customer relationship with the ability to initiate ways to improve customer support customer experience (Customer Service)
- Ability to be thorough and meticulous in completing assigned tasks and with the ability to propose ways to prevent or eliminate errors, discrepancies & issues. (Attention to Detail)
- Ability to identify and resolve moderate and complex issues by applying best practices and technical expertise and may recommend solutions for unique scenarios. (Problem Solving)
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.