Senior Executive Assistant

Job description

Company Description 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. Job Description Job Brief The Executive Assistant II provides high-level administrative support to senior executives operating with autonomy and sound judgment. This role is expected to deliver high quality executive coordination, decision-ready communication, and oversight of sensitive logistics. This role also champions internal communication, vendor alignment, and event leadership. Shift Hours: During ANZ Non-Daylight Saving Time: Monday - Friday 7:00am - 4:00pm (Manila Time; Apr-Oct) During ANZ Daylight Saving Time: Monday - Friday 6:00am - 3:00pm (Manila Time; Oct-Apr) Hybrid; 3x per week RTO Non-negotiables: Executive Level Communication / Exceptional discretion and confidentiality / Strategic-Analytical Thinker / Reliable / Committed Responsibilities & Duties Manage high-volume and dynamic calendars for senior leaders, often involving cross-functional, global, and high-stakes engagements. Make independent decisions on scheduling conflicts, apply executive judgment, and ensure calendar alignment with strategic priorities and business goals. Serve as the primary liaison for internal and external stakeholders on behalf of the executive. Draft, screen, and manage communications with professionalism, tone alignment, and sensitivity to audience and business context. Escalate and filter issues requiring executive attention. Oversee complex international and domestic travel for senior executives, including multi-leg itineraries, offsite arrangements, high-security requirements, and contingency planning. Coordinate closely with travel providers, vendors, and internal teams to anticipate and resolve challenges before they occur. Independently organize and manage executive-level meetings, board reviews, cross-regional workshops, and stakeholder summits. Prepare briefing materials, strategic agendas, and executive summaries. Take ownership of follow-through on decisions, actions, and cascading communications. Manage expense workflows with a higher level of scrutiny, forecasting, and proactive issue resolution. Track departmental or project-related budgets, reconcile with Finance, and liaise with Procurement for complex approvals, vendor reconciliations, and early release payment requests. Develop and maintain key executive documents such as strategic reports, performance dashboards, confidential briefings, and decision memos. Interpret data and format information in a way that enables executive decision-making. Handle end-to-end coordination for vendor onboarding, PO creation, legal contract routing, and invoice disputes. Collaborate with Legal and Finance for confidentiality agreements, COIs, and compliance documents on behalf of the executive’s function. Own the full experience for VIP stakeholder visits including itinerary planning, welcome packs, security needs, scheduling with cross-functional leaders, and seamless logistics execution. Serve as the primary contact across time zones for internal and external guests. Draft and manage internal communications, messaging, and initiatives on behalf of the executive. This includes preparing executive talking points, newsletters, team updates, and visually engaging materials for global distribution or team-wide campaigns. Proactively identify and lead improvements in EA operations, scheduling strategies, documentation processes, and service levels. Pilot new tools, refine internal workflows, and champion knowledge-sharing across peer EA groups. Partner on confidential or time-sensitive projects that require discretion, strategic awareness, and end-to-end tracking. Support initiatives such as reorganizations, executive transitions, or personnel planning with utmost integrity. Qualifications Bachelor’s Degree or +6 years equivalent experience Strong experience working with MS 365 particularly 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 verbal and written communication skills Experience drafting reports and correspondence Experience managing multiple and changing demands, details, and deadlines Experience working with a global team Good understanding of administrative and vendor support functions Experience with project coordination and budget tracking Experience with SharePoint is a plus Additional Information 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 aecom.com. 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.