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 nearly 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

AECOM is seeking an Executive Assistant to be based in San Carlos, CA.

Job Description:

The Executive Assistant will provide high level administrative support to the client's leadership team for a large Transportation program.  This position requires resourcefulness, administrative skills, ability to prioritize and multi-task, change management and adaptability, excellent communication skills, collaboration, team building, and the highest degree of confidentiality. Position requires a full-time presence in the client's offices in San Carlos, California.

RESPONSIBILITIES:

• Leads complex and diverse administrative assignments seeing them through from conception to completion.
• Coordinates webcasts, conferences and/or events including meeting room reservations and logistics, A/V, meals, preparing meeting materials and can include attending the meetings and taking notes. Collaborating with other departments on special engagement projects. This could also entail some travel to meeting locations
• Meets regularly with Executive to review status of projects; plan key events, meetings and upcoming travel; and prioritize open action items
• Creates and maintains presentations, correspondence, reports, spreadsheets, and other necessary documents in response to and in anticipation of executive's needs. Maintains well-organized digital and hard copy files and records for efficient retrieval of data or information when needed
• Interacts and communicates with all levels within the company; develops effective networks with peers, as well as external professional groups
• Anticipate business needs of leadership team, be proactive, troubleshoot problems and take initiative
• Manages and maintains Executive’s professional calendar in Microsoft Outlook, including assisting the Executive with scheduling, within limits and at his/her discretion; applies understanding of executive's priorities in scheduling meetings
• Coordinates and processes all travel arrangements, itineraries, and agendas; compiling documents for travel-related meetings; and company credit card reconciliations and/or approvals in a timely manner
• Prepares, reviews, submits, and tracks Executive’s expense reports for reimbursements
• Enters, tracks, and processes departmental-level expenses and invoices for payment as needed
• Identifies opportunities for process improvement and recommends special projects and initiatives related to general business administration
• Perform other related projects and duties as assigned

Qualifications

MINIMUM REQUIREMENTS:

• HS + 10 years of relevant experience or demonstrated equivalency of experience and/or education

PREFERRED QUALIFICATIONS:

• Strong experience working in Microsoft Word, Excel, Outlook, and PowerPoint
• Experience composing and preparing correspondence and reports
• Demonstrated excellent verbal and written communication skills, and experience
• Experience managing multiple and changing demands, details, and deadlines

Additional Information

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

• Offered rate of compensation (California locations only) will be based on individual education, qualifications, experience, and work location.  The hourly range for this position is $37 - $55hr
• AECOM is proud to offer a comprehensive benefits program to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D and disability benefits, paid time off, leaves of absence, voluntary benefits, perks, wellness and global well-being, and global EAP, Business Travel and Service Awards programs.