AECOM is seeking an Executive Assistant to be based in Manila, Philippines
The Executive Assistant will provide administrative support to the global leadership team. This position requires a high level of resourcefulness, administrative skills, ability to prioritize and multi-task, excellent communication skills and the highest degree of confidentiality.
- Manages and maintains Executive’s professional and personal calendar in Microsoft Outlook, including assisting the Executive with personal scheduling, within limits and at his/her discretion; applies understanding of executive's priorities in scheduling meetings.
- Prepares travel arrangements (domestic and international); air, hotel and car arrangements
- Facilitates and manages the Executive’s accessibility and open lines of communication with staff; interfaces with internal and external customers on behalf of executive and company
- Reads and routes all incoming mail and email for the Executive; proofreads and edits emails and correspondence for errors; initiates draft correspondence for executive review
- Meets regularly with Executive to review status of projects; plan key events, meetings and upcoming travel; and prioritize open action items
- Provides support and acts as back up for other Executive Assistants
- Creates and maintains reports, spreadsheets, and other necessary documents in response to and in anticipation of executive's needs
- Interacts and communicates with all levels within the company; develops effective networks with peers, as well as external professional groups
- Identifies opportunities for process improvement and recommends special projects and initiatives related to general business administration
- Maintains department organization charts and email groups
- Sharepoint database administration
- Organize and manage Team shared files
- Works with peers to execute approved project activities
- Processes documents for other departments as needed
- Reroutes documents to other approvers when necessary
- Prepares, reviews, submits and tracks Executive’s expense reports for reimbursements
- Enters, tracks and processes departmental expenses and invoices for payment
- Process Purchase Requests, Purchase Orders, Invoice Coding, vendor setup and AP coordination
- Collaborates closely with peers to understand and enhance the value of the EA role
- Perform other related projects and duties as assigned
