·       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 &amp; 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 &amp; 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 &amp; 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 &amp; 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 &amp; Reporting Support Assist with reviewing timesheets, tracking training completions on AECOM University, and preparing data needed for stakeholder compliance reporting or documentation requests.

AECOM is the world&rsquo;s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle &ndash; 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.

Executive Assistant

·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Email &amp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Document Preparation &amp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; System &amp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Documentation &amp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; 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.·&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Compliance &amp; Reporting Support Assist with reviewing timesheets, tracking training completions on AECOM University, and preparing data needed for stakeholder compliance reporting or documentation requests.

Executive Assistant

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About the Company

AECOM

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