Executive Assistant

Company Description

Work with Us. Change the World.

At AECOM, we're 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.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

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.

• Primary support for the West Offices
• Including all the associated assigned tasks
• Office spreadsheet data (Teams)
• Act as liaison between FM and landlords re: payments, etc.
• Supplier onboarding process
• Supplier invoicing and follow-up
• PO creation as needed
• Occupancy Reporting for West
• Review and distribute weekly West Occupancy Report
• Sustainability Reporting for West
• Data collection site utility invoices for the West offices and enter into the West Region spreadsheet
• Parking and Storage for all West Offices
• Data collection of site parking and storage costs and enter in the West Region spreadsheet
• Submit ZAP forms
• Iron Mountain for Americas
• Code and/or ensure all invoices are set up with proper regional PO number in Coupa and process via Coupa
• Safety Incident Reporting
• Maintain the Safety Incident Reporting spreadsheet on a monthly basis for the RFM’s to enter follow up notes

Qualifications

• Must have a background inn Facilities who understands Facilities management.
• Candidates must be open for Midshift schedule (4pm to 1am).
• Candidates must be open for hybrid work setup (AECOM's Freedom to Grow Initiative).
• Experience working with MS 365 particularly Word, Excel, Outlook, and PowerPoint required
• Highly motivated with ability to function well in a fast-paced environment
• Good interpersonal, organizational, and communication skills
• Attention to detail with an ability to deliver accurate documentation and task completion
• Proven 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

Additional Information

• Ability to effectively communicate and collaborate within a varied audience and internal and external customers. (Communication)
• Ability to maintain good customer relationship with the ability to suggest ways to improve customer support customer experience (Customer Service)
• Ability to be thorough and meticulous in completing assigned tasks and identifying errors, duplicates, & discrepancies through defined methods. (Attention to Detail)
• Ability to identify and resolve simple to moderate with the ability to provide resolution alternatives by following defined policies and procedures. (Problem Solving)

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation, benefits and well-being programs to meet the diverse needs of our employees and their families. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

All your information will be kept confidential according to EEO guidelines.

ReqID: J10118078

Business Line: Geography OH

Business Group: DCS

Strategic Business Unit: GBS

Career Area: Administration

Work Location Model: Hybrid

Legal Entity: AECOM Global Business Services - Philippines ROHQ