Executive Assistant I, Corporate Services

Job description

Job Brief: This role provides administrative support for various tasks, such as basic scheduling, travel arrangements, expense reporting, invoicing, purchase orders, and general assistance to one or more managers within a group, office, or business unit. Familiar with a variety of the field's concepts, practices, and procedures. Works under moderate supervision. This role requires the skills and ability to partner with leaders on confidential matters, communicate effectively and appropriately with internal resources, clients (where applicable), and other parties in a global and virtual working environment. Responsibilities & Duties - Provide support in general administrative tasks such as but not limited to filing, encoding, maintaining, and sorting files and documents. - Managing of shared mailbox such as but not limited to email correspondence and basic scheduling. - Prepares, generate, and maintain reports, spreadsheets, presentations, and other necessary documents as required, in response to and in anticipation of department’s needs. - Prepare, review, submit and track expense reports for reimbursements. - Enter, track, coordinate and process departmental invoices for payment. - Updates and secures Salesforce data to ensure accuracy, completeness, and usability for business operations. - Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management. - Reroute documents to other approvers when necessary. - Conduct online research or other types of research for onshore partners.. - Answering customer inquiries, maintaining client records, performing research on financial products such as stock investment, and providing administrative support to the stakeholders as needed. - Preparing and/or monitoring compliance and/or correspondence requirements - Processing Certificate of Insurance and ensuring correctness of data. (COI) - Process travel bookings such as air, land, hotel, and other necessary bookings suitable to stakeholders' needs. - Virtual coordination with suppliers and vendors. - Maintain the SOP/DTP of current processes and assist with documentation updates as required. - Maintain confidentiality and a high level of professionalism in all interactions and when handling sensitive information. - Relies on experience and judgment to plan and accomplish more complicated goals. Completes tasks independently and receives guidance on new assignments or atypical matters. - Perform and accomplish the responsibilities listed above with moderate guidance of Team Lead. Attributes: Ability to effectively communicate and collaborate within a specific group of internal and external customers. (Communication) Ability to maintain good customer relationship with the ability to proactively support customer needs and requirements. (Customer Service) Ability to be thorough and meticulous in completing multiple assigned tasks within deadline and in identifying errors, duplicates, and discrepancies through defined methods. (Attention to Detail) Ability to identify, assess, and resolve simple to moderate issues by following defined policies and procedures. (Problem Solving) Additional requirements can be included such as educational background Qualifications & Requirements Minimum Requirements: - 3+ years of relevant experience in a fast-paced complex environment - Proven work experience as an Administration Assistant - Strong experience working in Microsoft 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 time management skills and ability to multi-task and prioritize work. - Experience managing multiple and changing demands, details, and deadlines. - Prior experience in leading people is a plus. 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. About AECOM 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, voluntary benefits, perks, flexible work options , well-being resources, employee assistance program, business travel insurance, and service recognition awards. AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at . What makes AECOM a great place to work You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community—where you have the freedom to grow in a world of opportunity. As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines. Work with Us. Change the World. At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations. There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world. We're one global team driven by our common purpose to deliver a better world. Join us.