Executive Assistant 1

Job Description

The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and serving as a liaison with other departments. A valuable asset to the executive team, the Executive Assistant is expected to communicate effectively, display a strong sense of professionalism, resourcefulness, and the highest degree of confidentiality.

• Maintain diaries within the Executive’s preferences, applying understanding of the executive’s priorities, leniencies, and limits – helping him/her create a proper balance between commitments 
• Facilitate and manage the Executive’s accessibility and open lines of communication with internal and external networks 
• Provide 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 
• Prepare and coordinate presentations 
• Drive and assist the staging of virtual and in-person events  
• Arrange domestic and international travel  
• Manage correspondence for and on behalf the executive 
• Practice collaboration with all levels within the company, develop effective networks with peers as well as external professional groups 
• 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 conduct accounts payable coordination 
• Practice confidentiality and maintain high standards of business ethics, ensuring strict compliance with company policies  
• Collaborate closely with peers to understand and enhance the value of the EA role 
• Perform other related projects and duties as assigned 

Qualifications

• Bachelor’s degree or 5 years experience in the same industry 
• 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 
• Must be willing to work in a fixed night shift and hybrid set-up of 3 days onsite work per week

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.