AECOM Executive Assistant in London, United Kingdom

United Kingdom - London, London

Job Summary

AECOM is seeking an Executive Assistant to provide seamless administrative and business support, with effective communication to assist our Chief Operating Officer

You will be working with people who are passionate, smart, creative, innovative and proud to be part of a company that is dedicated to delivering a better world.

Within the role your main responsibilities will include:

  • Managing detailed business and personal calendars, meetings, and logistics, preparing materials and setting up department activities.

  • Verifying attendance and posting agendas and read-aheads to ensure meetings are efficiently managed.

  • Assisting in managing global department-wide communication and activities.

  • Prioritizing requests and ensuring deadlines are met.

  • Responding to inquiries, managing incoming communications and responding as necessary.

  • Arranging complex international and domestic travel agendas and preparing travel and expense reports.

  • Maintaining accurate databases.

  • Determine the importance of meeting requests in the context of priorities and schedule accordingly.

  • Organising client, project and internal/external meetings including room bookings and catering arrangements as required.

  • Co-ordinating overseas and interoffice conference calls/video conference calls (i.e. managing the different time zones).

  • Printing relevant documents in preparation of meetings.

  • Collating and processing of expense claims.

  • Organising and distributing incoming/outgoing project correspondence.

  • Preparing agendas, taking minutes and other relevant documentation, as necessary.

  • Filing and scanning project correspondence.

  • Email Management

  • Creating and formatting PowerPoint presentations

  • Technical support

  • Perform other related projects and duties as requested.

Minimum Requirements

  • To be successful in this role we are looking for an individual with extensive previous experience as an executive assistant to senior leadership in large, global, complex organizations.

The chosen candidate will have a proven track record in:

  • Dealing and interacting with senior executives and other key stakeholders.

  • Experience working in a distributed global environment and across multiple time zones.

  • Collaboration and rapport with colleagues.

  • Working with suppliers and vendors.

  • Achieving results by influence and diplomacy across a large matrixed organization.

  • Ability to anticipate business needs, handle issues and ask the right questions before problems arise.

  • Understanding of business concepts.

  • Highly proficient in Microsoft Outlook, Excel, Word and Power Point.

  • Adept at working in a highly demanding, dynamic and fast-paced environment.

  • Experience working with highly confidential information.

  • Ability to think and act independently.

  • Highest degree of integrity, professionalism, diplomacy, and discretion.

  • Must be a resourceful and independent thinker who is a self-starter with excellent prioritization skills.

  • Excellent communication skills.

Preferred Qualifications

  • University degree preferred but equivalent job experience and a history of strong performance is more important.

  • SharePoint, and other desktop tools would also be beneficial

Your benefits will include:

Helping our employees achieve a healthy work-life balance is important to us. If you join AECOM, as well as receiving a competitive salary, you’ll also have the opportunity to explore flexible working arrangements. Core benefits include 25 days’ annual leave, company pension scheme, private medical insurance, life assurance and one paid annual professional institution membership fee. You can also choose from a wide range of flexible benefits to suit your lifestyle.

You’ll also be able to give back to communities with up to two paid CSR days each year. Through our charity, The AECOM Foundation, you can volunteer to support children in developing countries. And if you’re a member of the Reserve Forces you’ll receive an additional 15 days paid leave for training commitments.

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

NOTICE TO THIRD PARTY AGENCIES: Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.

Job Category Architecture and Design

Business Line Buildings & Places

Business Group Design and Consulting Services Group (DCS)

Country United Kingdom

Position Status Full-Time

Requisition/Vacancy No. 205140BR

Clearance Required No

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.