Team Lead (Global Exec/Admin Support)

AECOM Global Business Services - Philippines ROHQ; Philippines; Hybrid; PHP 469,000 - 870,000; Full time

Job summary

AECOM Global Business Services - Philippines ROHQ is seeking an experienced Executive Assistant Supervisor to lead a team of Executive and Administrative Assistants. You will oversee workloads, coach team members, and ensure service delivery excellence across scheduling, inbox management, travel, and meetings.

You will set and monitor KPIs, prepare leadership reports, and collaborate with HR/IT/Procurement/Finance to enhance processes.

Qualifications

• Bachelor’s Degree with at least 7 years’ experience of executive support and supervisory.
• Proven work experience as a team leader or supervisor.
• In-depth knowledge of performance metrics.
• Must be amenable to work fixed night shifts and hybrid set-up of 3 days per week.

Responsibilities

• Provide day-to-day supervision and guidance to a team of Executive and/or Administrative Assistants. Monitor workload distribution, performance, engagement, and service delivery.
• Support career growth by offering mentoring, real-time coaching, and training opportunities tailored to individual strengths and development areas.
• Set clear expectations and measurable KPIs across the team. Track daily, weekly, and monthly service delivery metrics, such as expense turnaround time, meeting success rates, stakeholder satisfaction, and calendar accuracy.
• Prepare periodic reports for leadership review and team improvement planning.
• Establish and uphold operational standards across scheduling, inbox management, travel bookings, meeting execution, and documentation handling.
• Represent the team in meetings with other departments such as HR, IT, Procurement, and Finance. Champion the team’s voice, raising systemic issues, and advocating for tools or process enhancements that support team efficiency and stakeholder satisfaction.
• Provide calendar management and priority alignment for a designated executive, balancing scheduling needs with limited availability.
• Organize key meetings (e.g., leadership reviews, planning sessions, business updates), prepare agendas, collate and format decks, and track follow-ups.
• Support travel booking for the executive including air, hotel, and ground transport, ensuring itineraries are complete and policy compliant.
• Draft and proofread internal communications or stakeholder-facing messages on behalf of the executive.

Skills

Team leadership

Supervision

Performance metrics

Mentoring & coaching

Scheduling management

Communication skills

Night shift flexibility

Hybrid work setup

Education

Bachelor’s Degree

Job description

Job Description

• Provide day-to-day supervision and guidance to a team of Executive and/or Administrative Assistants. Monitor workload distribution, performance, engagement, and service delivery. Support career growth by offering mentoring, real-time coaching, and training opportunities tailored to individual strengths and development areas.

• Set clear expectations and measurable KPIs across the team. Track daily, weekly, and monthly service delivery metrics, such as expense turnaround time, meeting success rates, stakeholder satisfaction, and calendar accuracy. Prepare periodic reports for leadership review and team improvement planning.

• Establish and uphold operational standards across scheduling, inbox management, travel bookings, meeting execution, and documentation handling. Ensure consistent application of best practices, tools, and templates across the team, aligned with the latest service catalogue offerings.

• Act as the first point of contact for escalated issues - whether from stakeholders, peers, or within the EA team. Resolve scheduling conflicts, service gaps, or interpersonal challenges with empathy, professionalism, and fairness.

• Oversee onboarding of new resources and smooth transitions of support during backfills, extended leaves, or role changes. Evaluate team capacity, skill alignment, and business continuity to reassign stakeholder coverage where needed.

• Identify operational inefficiencies within support services and lead initiatives to streamline workflows, reduce rework, and improve turnaround times. Foster a learning culture through team huddles, process documentation, and shared playbooks.

• Represent the team in meetings with other departments such as HR, IT, Procurement, and Finance. Champion the team’s voice, raising systemic issues, and advocating for tools or process enhancements that support team efficiency and stakeholder satisfaction.

• Provide calendar management and priority alignment for a designated executive, balancing scheduling needs with limited availability. Handle email triage, flag urgent communications, and apply filters and rules for inbox efficiency.

• Organize key meetings (e.g., leadership reviews, planning sessions, business updates), prepare agendas, collate and format decks, and track follow-ups. Ensure meeting time is optimized and aligned with executive objectives.

• Support travel booking for the executive including air, hotel, and ground transport, ensuring itineraries are complete and policy compliant. Prepare, submit, and reconcile expense reports with minimal oversight.

• Draft and proofread internal communications or stakeholder-facing messages on behalf of the executive. Assist with internal updates, newsletters, or brief summaries as requested.

Qualifications

• Bachelor’s Degree with at least 7 years’ experience of executive support and supervisory.

• Proven work experience as a team leader or supervisor.

• In-depth knowledge of performance metrics.

• Must be amenable to work fixed night shifts and hybrid set-up of 3 days per week.