Executive Assistant

About the position

AECOM is seeking an Executive Assistant to be based in Los Angeles, CA. The Executive Assistant will be responsible for providing high level administrative support. 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.

Responsibilities

• Leads complex and diverse administrative assignments seeing them through from conception to completion.
• Coordinates internal 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.
• Collaborates with other departments on special engagement projects, which could 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.
• Anticipates business needs of Executive, is proactive, troubleshoots problems and takes initiative.
• Manages and maintains the Executive’s professional calendar in Microsoft Outlook, including assisting the Executive with scheduling.
• Manages and maintains the Executive’s email correspondence, including responding on Executive’s behalf where appropriate.
• Coordinates and processes all travel arrangements, itineraries, and agendas; compiling documents for travel-related meetings.
• 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.
• Performs other related projects and duties as assigned.

Requirements

• High School + 6 years of relevant administrative and/or executive assistant experience or demonstrated equivalency of experience and/or education.

Nice-to-haves

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

Benefits

• Medical, dental, vision, life, AD&D, disability benefits.
• Paid time off, leaves of absences, voluntary benefits.
• Perks, well-being resources, employee assistance program.
• Business travel insurance, service recognition awards.
• Retirement savings plan, employee stock purchase plan.