| Job Description: |
AECOM is seeking an Executive Assistant to support the Chief Executive, AECOM Global Programs located in Houston, Texas. We are seeking an experienced and professional individual for this high profile position.This Executive Assistant will be responsible for coordinating and managing the business affairs of and provide full administrative support to the Group Chief Executive. Plans & directs the activities, coordination, and management of various administrative activities related to local and international assignments.
Responsibilities:
- Performing administrative, organizational, and research tasks requiring a sound understanding of organization policy and structure on behalf of the Executive Office. Support Executive in his daily activities interfacing professionally with corporate leadership, elected officials and government staff with a high level of knowledge in the protocol and management of these contacts.
- Liaise effectively with Senior Executives and external contacts on behalf of the leadership team.
- Interface with domestic and international clients and act as liaison in administrative matters on behalf of Executive with maturity and initiative.
- Schedule all calendar events and coordinate demanding and complex schedule meetings and conference calls across multiple locations and time zones.
- Managed matters of international travel including visas, security assessments, and deployment of equipment and personnel.
- Monitor requirements for entry into target countries securing visas as required.
- Manage the personnel issues related to international assignments and employee records.
- Maintain strategic business development pursuits and coordination with leadership and external clientele.
- Meeting coordination and minute taking including research, preparation and dissemination of relevant information to stakeholders in advance of and following meetings.
- Create and maintained department files, records and other required documentation.
- Assist with management of correspondence, by prioritizing incoming mail and emails; initiating action, responding to general correspondence and flagging urgent matters.
- Answering, screening, directing and resolving all phone calls and enquires.
- Organize and coordinate travel requests as required.
- Assists Executive on their logistics when on travel and provide administrative support as and when required to include bookings for domestic and international travel arrangements and planned itineraries.
- Propose improvements to internal processes and procedures for the efficient and effective administration of all office procedures.
- Maintains Executive confidential records and filing of reports, correspondence, and related material.
- Maintains Executive registrations and requirements for maintaining professional registrations.
- Handle sensitive information related to management of multiple assignments and projects.
- Prepares and manages Executive expenses.
- Compiles information and maintains complex databases for tracking information for reporting purposes and documentation archiving.
- Management of the day-to-day operation of the office space.
- Perform other related duties as required.
Requirements:
- Bachelor's degree preferred
- Experience in an executive assistant capacity to senior leadership with a verifiably excellent performance track record
- Ability to maintain strict confidentiality.
- Advanced skills in Microsoft Office Suite; Word, Excel, and PowerPoint
- Advanced typing skills.
- Ability to work with minimal supervision.
- Ability to take initiative and problem solve.
- Strong verbal and written communication skills.
- Excellent leadership skills.
- Exceptional attention to detail.
- Effective time management skills with an ability to manage multiple tasks and competing priorities.
- Ability to establish and maintain effective relationships.
- Must know how to deal with a variety of individuals in person and over the telephone.
- Ability to solve problems and make decisions.
- Ability to travel as needed internationally
What We Offer AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.
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