Executive Assistant📣 Job Ad

About the Role

AECOM, a leading global infrastructure consulting firm, is seeking a highly organized and proactive Executive Assistant to join its team in Mecca, Saudi Arabia. This role plays a vital part in providing comprehensive administrative support to senior executives, enabling them to focus on high-impact initiatives. The Executive Assistant will operate with a high degree of autonomy, managing complex schedules, coordinating cross-functional projects, and ensuring the seamless execution of executive priorities in a fast-paced and dynamic work environment.

Key Tasks and Responsibilities

• Independently manage complex calendars for senior executives, including coordinating recurring meetings, managing bookings across multiple time zones, allocating focus time, and anticipating rescheduling needs while accurately reflecting executive priorities.
• Review and prioritize incoming emails, categorize by importance, flag for follow-up, and draft responses as appropriate, maintaining inbox organization across shared and personal mailboxes.
• Coordinate comprehensive travel arrangements including flights, ground transportation, hotel accommodations, travel insurance, and visa applications; develop detailed travel itineraries and proactively address travel issues.
• Manage the entire executive meeting lifecycle - from agenda coordination and invitation distribution to material preparation, note-taking, and action item follow-up; support hybrid and virtual meetings across platforms like Teams.
• Prepare and submit expense reports in compliance with company standards, ensuring accurate coding, attaching receipts, and reconciling credit card transactions; track approvals and liaise with accounting for pending reimbursements.
• Create and coordinate spreadsheets, dashboards, reports, and custom presentations for executive and stakeholder use; maintain version control and proactively update recurring documents.
• Process and track purchase orders, assist with vendor setup, ensure invoice submission, and coordinate with service providers for vendor meetings and contract routing.
• Prepare logistics for stakeholder visits, including itineraries, room bookings, meal planning, and meeting materials; act as a point of contact for internal teams to ensure seamless execution.
• Create and distribute newsletters, announcements, and internal updates on behalf of the executive; design basic graphics for events and assist in coordinating communications for broader distribution.
• Manage system access requests, technical support, and onboarding-related tools; coordinate with IT departments to ensure timely resolution of technical issues.
• Conduct market research, competitor analysis, and internal policy reviews to support executive decision-making; gather background information on clients, stakeholders, and vendors.
• Build and maintain strong working relationships with internal departments (HR, Finance, Legal, IT) and collaborate with other Executive Assistants to align schedules and share best practices.
• Perform additional administrative tasks as needed to support executive operations and organizational goals.

Qualifications and Requirements

• Bachelor's degree or a minimum of 5 years of professional experience in executive support, administrative services, executive administrative management, or a related field.
• Proven experience in coordinating business activities and managing projects across multiple stakeholders and teams.
• Demonstrated ability to manage multiple competing priorities and shifting deadlines in a fast-paced environment.
• Excellent organizational and time management skills with a strong attention to detail.
• Superior verbal and written communication skills with the ability to draft professional correspondence and reports.
• Proven experience in managing executive calendars and coordinating complex meetings.
• Experience in coordinating travel arrangements and managing logistics.
• Demonstrated ability to work effectively with global teams across multiple time zones.
• Strong understanding of administrative functions, vendor management, and budget tracking.
• Excellent interpersonal skills with the ability to build collaborative relationships across all organizational levels and departments.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Proactive problem-solving skills with the ability to anticipate executive needs and take independent action.
• Flexibility and adaptability to changing priorities and organizational needs.

Technical and Operational Skills

• Advanced proficiency in Microsoft 365 applications, particularly Word, Excel, Outlook, and PowerPoint.
• Experience with SharePoint or other content management systems.
• Familiarity with project management tools and methodologies.
• Experience with expense or procurement management systems.
• Knowledge of business practices and cultural awareness relevant to the Middle East region.
• Experience supporting C-level or senior executives.
• Proficiency in additional languages.

Work Environment and Location

This is a full-time, on-site position requiring presence in Mecca, Saudi Arabia, with potential for work in Jeddah and Mecca. AECOM is committed to providing a safe and reliable work environment, and all new hires are required to attend an onboarding orientation on their first day at an AECOM office as a condition of employment.