Executive Assistant

Company Description Work with Us. Change the World. At AECOM, we are 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. Job Description Calendar Management: Coordinate daily and long‑term calendars for assigned executives, ensuring meetings are scheduled across multiple time zones, avoiding conflicts, and aligning with executive priorities. Proactively manage rescheduling needs and provide daily calendar briefings. Email & Inbox Support: Monitor and manage executive inboxes, applying rules to prioritize urgent items, flagging critical emails, and drafting responses when appropriate. Support general/shared mailbox management by organizing threads, filtering spam, and ensuring timely follow‑ups. Travel Management: Arrange end‑to‑end domestic and international travel including air, hotel, car rentals, train tickets, and visa requirements. Prepare detailed itineraries, ensure compliance with internal travel policies, and provide real‑time support during travel disruptions. Expense Management: Prepare and submit accurate expense reports by gathering receipts, reviewing credit card charges, and ensuring alignment with company policy. Track pending reimbursements and coordinate with A/P for follow‑ups on delayed payments. Document Preparation & Formatting: Create and professionally format Excel spreadsheets, PowerPoint presentations, and Word documents for internal and stakeholder use. Support the preparation of organizational charts using Visio and maintain version control on shared platforms. Meeting Coordination: Schedule meetings, prepare agendas, send out invites, reserve virtual/in‑person meeting rooms, and coordinate pre‑reads. Support virtual meeting logistics including Teams Live setup, breakout room coordination, and basic troubleshooting. System & IT Support Ticketing: Submit and track IT‑related tickets using ServiceNow for hardware/software requests, password resets, and user access. Coordinate with IT to follow up on escalated items or ongoing technical issues affecting supported executives. Vendor and Supplies Coordination: Assist in virtual coordination with vendors and service providers for office supplies, catering, and travel‑related arrangements. Support the creation of Coupa purchase orders and track vendor‑related invoices and COI (Certificate of Insurance) if applicable. Documentation & File Management: Organize and maintain executive files using SharePoint and Teams, ensuring documents are properly labeled, searchable, and accessible. Support the update and access control of stakeholder documents such as org charts, SOPs, and reports. Internal Communication Support: Draft and design basic internal communication materials such as meeting invites, stakeholder announcements, birthday/celebration graphics, and newsletters using templates or graphic tools. Assist in editing internal videos for minor communication needs. Compliance & Reporting Support: Assist with reviewing timesheets, tracking training completions on AECOM University, and preparing data needed for stakeholder compliance reporting or documentation requests. Qualifications • Strong organizational and multitasking skills. • Excellent written and verbal communication abilities. • Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and familiarity with SharePoint and Teams. • Ability to work independently, prioritize tasks, and meet deadlines in a fast‑paced environment. • Attention to detail and a high level of accuracy. • Previous experience in an executive assistance or administrative support role is preferred. #J-18808-Ljbffr