Senior Executive Assistant

Aecom2; Philippines; Hybrid; PHP 600,000 - 1,000,000; Full time

Job summary

AECOM is seeking an Executive Assistant II to provide high-level administrative support to senior executives. You will manage calendars, coordinate cross-functional engagements, and handle sensitive communications with discretion.

The role includes travel planning, vendor liaison, and VIP visit coordination across time zones. You will draft executive briefs, manage budgets and expense workflows, and produce strategic documents to enable informed decision-making.

Qualifications

• Bachelor's Degree or 6+ years of equivalent experience.
• MS 365 experience with Word, Excel, Outlook and PowerPoint.
• Fast-paced environment, highly motivated.
• Excellent interpersonal, organizational, and communication skills.
• Strong attention to detail and confidentiality.
• Experience drafting reports and coordinating with global teams.

Responsibilities

• Manage high-volume and dynamic calendars for senior leaders, often involving cross-functional, global, and high-stakes engagements. Make independent decisions on scheduling conflicts, apply executive judgment, and ensure calendar alignment with strategic priorities and business goals.
• Serve as the primary liaison for internal and external stakeholders on behalf of the executive. Draft, screen, and manage communications with professionalism, tone alignment, and sensitivity to audience and business context. Escalate and filter issues requiring executive attention.
• Oversee complex international and domestic travel for senior executives, including multi-leg itineraries, offsite arrangements, high-security requirements, and contingency planning. Coordinate closely with travel providers, vendors, and internal teams to anticipate and resolve challenges before they occur.
• Independently organize and manage executive-level meetings, board reviews, cross-regional workshops, and stakeholder summits. Prepare briefing materials, strategic agendas, and executive summaries. Take ownership of follow-through on decisions, actions, and cascading communications.
• Manage expense workflows with a higher level of scrutiny, forecasting, and proactive issue resolution. Track departmental or project-related budgets, reconcile with Finance, and liaise with Procurement for complex approvals, vendor reconciliations, and early release payment requests.
• Develop and maintain key executive documents such as strategic reports, performance dashboards, confidential briefings, and decision memos. Interpret data and format information in a way that enables executive decision-making.
• Handle end-to-end coordination for vendor onboarding, PO creation, legal contract routing, and invoice disputes. Collaborate with Legal and Finance for confidentiality agreements, COIs, and compliance documents on behalf of the executive's function.
• Own the full experience for VIP stakeholder visits including itinerary planning, welcome packs, security needs, scheduling with cross-functional leaders, and seamless logistics execution. Serve as the primary contact across time zones for internal and external guests.
• Draft and manage internal communications, messaging, and initiatives on behalf of the executive. This includes preparing executive talking points, newsletters, team updates, and visually engaging materials for global distribution or team-wide campaigns.
• Proactively identify and lead improvements in EA operations, scheduling strategies, documentation processes, and service levels. Pilot new tools, refine internal workflows, and champion knowledge-sharing across peer EA groups.
• Partner on confidential or time-sensitive projects that require discretion, strategic awareness, and end-to-end tracking. Support initiatives such as reorganizations, executive transitions, or personnel planning with utmost integrity.

Skills

Executive communication

Discretion

Strategic-analytical thinking

Reliability

Commitment

Education

Bachelor's Degree or 6+ years experience

Tools

MS 365 (Word, Excel, Outlook, PowerPoint)

Job description

Job Brief

The Executive Assistant II provides high-level administrative support to senior executives operating with autonomy and sound judgment. This role is expected to deliver high quality executive coordination, decision-ready communication, and oversight of sensitive logistics. This role also champions internal communication, vendor alignment, and event leadership.

Shift Hours

• During ANZ Non-Daylight Saving Time: Monday - Friday 7:00am - 4:00pm (Manila Time; Apr-Oct)
• During ANZ Daylight Saving Time: Monday - Friday 6:00am - 3:00pm (Manila Time; Oct-Apr)
• Hybrid; 3x per week RTO

Non-negotiables

• Executive Level Communication / Exceptional discretion and confidentiality / Strategic-Analytical Thinker / Reliable / Committed

Responsibilities & Duties

• Manage high-volume and dynamic calendars for senior leaders, often involving cross-functional, global, and high-stakes engagements. Make independent decisions on scheduling conflicts, apply executive judgment, and ensure calendar alignment with strategic priorities and business goals.
• Serve as the primary liaison for internal and external stakeholders on behalf of the executive. Draft, screen, and manage communications with professionalism, tone alignment, and sensitivity to audience and business context. Escalate and filter issues requiring executive attention.
• Oversee complex international and domestic travel for senior executives, including multi-leg itineraries, offsite arrangements, high-security requirements, and contingency planning. Coordinate closely with travel providers, vendors, and internal teams to anticipate and resolve challenges before they occur.
• Independently organize and manage executive-level meetings, board reviews, cross-regional workshops, and stakeholder summits. Prepare briefing materials, strategic agendas, and executive summaries. Take ownership of follow-through on decisions, actions, and cascading communications.
• Manage expense workflows with a higher level of scrutiny, forecasting, and proactive issue resolution. Track departmental or project-related budgets, reconcile with Finance, and liaise with Procurement for complex approvals, vendor reconciliations, and early release payment requests.
• Develop and maintain key executive documents such as strategic reports, performance dashboards, confidential briefings, and decision memos. Interpret data and format information in a way that enables executive decision-making.
• Handle end-to-end coordination for vendor onboarding, PO creation, legal contract routing, and invoice disputes. Collaborate with Legal and Finance for confidentiality agreements, COIs, and compliance documents on behalf of the executive's function.
• Own the full experience for VIP stakeholder visits including itinerary planning, welcome packs, security needs, scheduling with cross-functional leaders, and seamless logistics execution. Serve as the primary contact across time zones for internal and external guests.
• Draft and manage internal communications, messaging, and initiatives on behalf of the executive. This includes preparing executive talking points, newsletters, team updates, and visually engaging materials for global distribution or team-wide campaigns.
• Proactively identify and lead improvements in EA operations, scheduling strategies, documentation processes, and service levels. Pilot new tools, refine internal workflows, and champion knowledge-sharing across peer EA groups.
• Partner on confidential or time-sensitive projects that require discretion, strategic awareness, and end-to-end tracking. Support initiatives such as reorganizations, executive transitions, or personnel planning with utmost integrity.

Qualifications

• Bachelor's Degree or +6 years equivalent experience
• 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

About AECOM

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.

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, vol