Executive Assistant
Executive Assistant
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Salary Not Disclosed
1 Vacancy
Job Description
The Executive Assistant is responsible for providing administrative support to one or more executives performing daytoday tasks such as coordinating diaries preparing materials for meetings organizing and managing data and liaising with other departments. A valuable asset to the executive team the Executive Assistant is expected to communicate effectively display a strong sense of professionalism be resourceful and maintain the highest degree of confidentiality.
- Coordinate closely with the executives in maintaining their diaries. This should be aligned to the executives preferences priorities leniencies and limits to create a proper balance between commitments.
- To work closely with the executive in terms of structuring and proper prioritization of the daytoday administrative activities including key events travel plans and other action items.
- Create and maintain reports spreadsheets distribution lists email groups and other necessary documents and databases in response to and in anticipation of executives needs
- Able to arrange domestic and international travel (Airline Hotel Car Rentals Train Tickets)
- Practice collaboration with all levels within the company develop effective networks with peers as well as external professional groups
- Practice confidentiality and maintain high standards of business ethics ensuring strict compliance with company policies
- Prepare and coordinate presentations
- Assist in the staging of virtual and inperson events
- Able to oversee correspondences for the executive by identifying important emails and sorting based on priorities by assigning some rules
- Prepare and submit the Executives expense reports aligned with servicelevel agreements
- Conduct research data gathering in a particular field or industry to generate valuable insights
- Prepare and process expenses and invoices for payment
- Process purchase requests purchase orders invoice coding vendor setup and conduct accounts payable coordination
- Maintains and organizes documents in Sharepoint and Teams databases for stakeholders including tasks such as saving organizing and creating folders for efficient document repository management.
- Assist in office activities such as Friday night events birthdays and other office activities needing support that can be done remotely.
- Relies on experience and judgment to plan and accomplish more complicated goals. Completes tasks independently and receives guidance on new assignments or atypical matters.
- Perform and accomplish the responsibilities listed above with moderate guidance of the Team Lead.
- Perform other related projects and duties as assigned.
Qualifications :
- Candidate must be open for night shift schedule to support AMER Region (9pm to 6am MNL Time Monday to Friday).
- Bachelors degree or 3 years experience in the same industry
- Experience working with MS 365 particularly Word Excel Outlook and PowerPoint required
- Highly motivated with ability to function well in a fastpaced 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 worlds 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 privatesector 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 youre 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 wellbeing programs to meet the diverse needs of our employees and their families. Were the worlds trusted global infrastructure firm and were in this together your growth and success are ours too.
Join us and youll get all the benefits of being a part of a global publicly traded firm access to industryleading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer we believe in each persons potential and well help you reach yours.
All your information will be kept confidential according to EEO guidelines.
Remote Work :
Yes
Employment Type :
Fulltime
Employment Type
Remote
