Executive Assistant I

AECOM; Makati; Hybrid; PHP 400,000 - 800,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Life insurance

AD&D

Disability benefits

Paid time off

Flexible work options

Well-being resources

Job summary

AECOM is seeking an experienced Executive Assistant to provide high-level administrative support to one or more executives in a dynamic environment. You will manage diaries, prepare materials for meetings, coordinate travel, create reports, and handle confidential information with professionalism.

The role requires strong MS 365 skills, excellent communication, organization, and the ability to work in a fast-paced, hybrid setup with three days onsite weekly.

Qualifications

• Bachelor’s degree or 5 years experience in the same industry.
• Strong MS 365 proficiency (Word, Excel, Outlook, PowerPoint) required.
• Excellent written and verbal communication skills.
• Experience drafting reports and correspondence.
• Experience with a global team and vendor coordination.

Responsibilities

• Maintain diaries and manage executive calendars.
• Prepare materials for meetings and coordinate presentations.
• Organize data, reports, and distributions for executives.
• Coordinate domestic and international travel arrangements.
• Handle confidential information with integrity and discretion.
• Liaise with internal departments and external networks.
• Support expense reporting and invoices processing.
• Assist with event planning and stakeholder communication.
• Manage procurement requests and vendor setup as needed.
• Contribute to process improvements for EA function.

Skills

Interpersonal skills

Organizational skills

Communication skills

Attention to detail

Ability to work in fast-paced env

Report drafting

Education

Bachelor's degree or 5 years experience in same industry

Tools

MS 365

SharePoint

Job description

Job Description

The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and serving as a liaison with other departments. The Executive Assistant is expected to communicate effectively, display a strong sense of professionalism, resourcefulness, and the highest degree of confidentiality.

• Maintain diaries within the Executive’s preferences, applying understanding of the executive’s priorities, leniencies, and limits – helping him/her create a proper balance between commitments
• Facilitate and manage the Executive’s accessibility and open lines of communication with internal and external networks
• Provide structure and proper prioritization of day-to-day administrative activities including key events, travel, and action items
• Create and maintain reports, spreadsheets, distribution lists, email groups, and other necessary documents and database in response to and in anticipation of executive's needs
• Prepare and coordinate presentations
• Drive and assist the staging of virtual and in-person events
• Arrange domestic and international travel
• Manage correspondence for and on behalf the executive
• Practice collaboration with all levels within the company, develop effective networks with peers as well as external professional groups
• Prepare and submit Executive’s expense reports aligned with service level agreements
• Conduct research
• Prepare and process departmental expenses and invoices for payment
• Process purchase requests, purchase orders, invoice coding, vendor setup, and conduct accounts payable coordination
• Practice confidentiality and maintain high standards of business ethics, ensuring strict compliance with company policies
• Collaborate closely with peers to understand and enhance the value of the EA role
• Perform other related projects and duties as assigned

Qualifications

• Bachelor’s degree or 5 years experience in the same industry
• Strong experience working with MS 365 particularly Word, Excel, Outlook, and PowerPoint required
• Highly motivated with ability to function well in a fast-paced environment
• Excellent interpersonal, organizational, and communication skills
• Strong attention to detail with an ability to deliver accurate documentation and task completion
• Excellent 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
• Must be willing to work in a fixed night shift and hybrid set-up of 3 days onsite work per week

Additional Information

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

Benefits

AECOM offers comprehensive benefits to meet the diverse needs of employees. Benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absence, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, and service recognition awards.

Equal Opportunity Employer

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.