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

• 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.

Additional Information

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, service recognition awards, retirement savings plan, and employee stock purchase plan. 

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 2024. 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.