Executive Assistant

AECOM is seeking an Executive Assistant to be based in Los Angeles, CA. Job Description:

The Executive Assistant will be responsible for providing high level administrative support. This position requires resourcefulness, administrative skills, ability to prioritize and multi-task, change management and adaptability, excellent communication skills, collaboration, team building, and the highest degree of confidentiality.

Responsibilities:Leads complex and diverse administrative assignments seeing them through from conception to completion.Coordinates internal webcasts, conferences and/or events including meeting room reservations and logistics, A/V, meals, preparing meeting materials and can include attending the meetings and taking notes. Collaborates with other departments on special engagement projects. This could also entail some travel to meeting locations.Meets regularly with Executive to review status of projects; plan key events, meetings and upcoming travel; and prioritize open action items.Creates and maintains presentations, correspondence, reports, spreadsheets, and other necessary documents in response to and in anticipation of Executive’s needs. Maintains well-organized digital and hard copy files and records for efficient retrieval of data or information when needed.Interacts and communicates with all levels within the company; develops effective networks with peers, as well as external professional groups.Anticipates business needs of Executive, is proactive, troubleshoots problems and takes initiative.Manages and maintains the Executive’s professional calendar in Microsoft Outlook, including assisting the Executive with scheduling, within limits and at his/her discretion; applies understanding of Executive’s priorities in scheduling meetings. Works with Executive on aligning scheduling and time management with business priorities.Manages and maintains the Executive’s email correspondence, including responding on Executive’s behalf where appropriate and organizing and elevating correspondence for the Executive’s attention as needed.Coordinates and processes all travel arrangements, itineraries, and agendas; compiling documents for travel-related meetings; and company credit card reconciliations and/or approvals in a timely manner.Prepares, reviews, submits, and tracks Executive’s expense reports for reimbursements.Enters, tracks, and processes departmental-level expenses and invoices for payment as needed.Identifies opportunities for process improvement and recommends special projects and initiatives related to general business administration.Perform other related projects and duties as assigned.