Executive Assistant - Medina region

AECOM are currently seeking a Executive Assistant (EA), to be based in the
Medina region on a large scale historical program. The role will work in
partnership with AECOM's Global Program Management business, which provides
the structure, tools, techniques and process to deliver on this vision.

The role will be project based, in a remote location.

The Executive Assistant will lead and coordinate activities and outcomes for
the Executive Project Leadership Team. You will be responsible for the daily
management of the general scope of work and also for undertaking more complex
duties; providing support to the Executives in diary management, travel and
research.

Responsibilities:
+ Assists the Project Executive Team by performing secretarial,
administrative, organizing and research tasks requiring a sound understanding
of organization policy and structure

+ Liaise effectively with internal and external contacts on behalf of the
Executive Project Team

+ Screen incoming mails and telephone calls, action responses & redirect
correspondence where necessary

+ Coordinate and organize meetings/seminars within the organization, and with
external providers and assist with the preparation of presentations, agendas
and minutes.

+ Diary and travel management.

+ Proactively identify administrative requirements, work out the most
appropriate plan and agree timeframes for completion of tasks

+ Maintain standards for all correspondence and materials for both internal
and external communications. Produce reports, minutes of meetings,
presentations etc as required by the Executive Team.

+ Maintains confidential records and filing of reports, correspondence and
related material for ease of retrieval. Ensures compliance with the provisions
of Non-Disclosure Agreements and Confidentiality Agreements in terms of secure
storage of information and any segregation of duties.

+ As directed, research, follow up and prepare coordinated responses to
issues, collate reports and draft replies to general correspondence.

+ Maintenance of Outlook client contact details

+ Meeting coordination and minute taking including research, preparation and
dissemination of relevant information to stakeholders in advance of and
following meetings; agendas, speeches, reports, minutes etc.

+ Assist with management of correspondence, by prioritizing incoming mail and
emails; initiating action, responding to general correspondence and flagging
urgent matters.

+ Oversee flow of correspondence and other documentation, monitor deadlines
and follow up as required.

Minimum Requirements

+ ‎10+ years’ experience in an Executive administration position. Experience
in working with senior level / Executive staff is required.

+ Competence in use of the Microsoft Office Suite; Word, Excel, PowerPoint,
and SharePoint.

+ Advanced skills in Excel and PowerPoint. MS Visio will be an advantage.

+ Experience in working with senior level / executive staff is required.

+ Competence in use of the Microsoft Office Suite; Word, Excel, PowerPoint,
and Access at an advanced level. MS Visio will be an advantage.

+ Sound typing skills and exceptional attention to detail

+ Excellent written and verbal communication skills including the ability to
build relationships and consult with staff and external clients at all levels

+ Effective time management skills with an ability to manage multiple tasks
and competing priorities

+ Strong analytical and problem solving skills.

+ Diplomacy, Ability to manage/ handle clients.

+ A flexible and proactive approach and the ability to work self-directed.

Preferred Qualifications

A Bachelors Degree in a related subject.

What We Offer

We will give you the flexibility you need to do your best work with hybrid
work options. Whether you’re working from an AECOM office, remote location or
at a client site, you will be working in a dynamic environment where your
integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a culture of equity, diversity and inclusion – a safe
and respectful workplace, where we invite everyone to bring their whole selves
to work using their unique talents, backgrounds and expertise to create
transformational outcomes for our clients.

We will encourage you to grow and develop your career with us through our
technical and professional development programs and diverse career
opportunities. We believe in leadership at all levels. No matter where you sit
in the organization you can make a lasting impact on the projects you work on,
the teams and committees you join and our business.

We offer competitive pay and benefits, well-being programs to support you and
your family, and the development resources you need to advance your career.

When you join us, you will connect and collaborate with a global network of
experts – planners, designers, engineers, scientists, consultants, program and
construction managers – leading the change toward a more sustainable and
equitable future. Join us and let’s get started.

As an Equal Opportunity Employer, we believe in each person’s potential, and
we’ll help you reach yours.