Executive Assistant to Senior Leadership

7 days ago

Gurgaon, Haryana, India AECOM Full time

Key Responsibilities:

As the Senior Executive Assistant, you will provide exceptional administrative support to the Executive Director, ensuring the smooth operation of their office. Your key responsibilities will include:

  • Administrative Support: Manage the ED's calendar, scheduling meetings, appointments, and travel arrangements. Handle all forms of communication, including screening emails and calls, responding on behalf of the ED when required. Ensure timely preparation and distribution of meeting agendas, minutes, and follow-up actions.
  • Meeting Coordination: Plan, coordinate, and manage executive meetings, internal and external. Prepare briefing materials and ensure the ED is well-prepared for meetings and presentations. Arrange logistics for meetings, conferences, and events, including room bookings, catering, and audiovisual equipment etc.. Track key deadlines and ensure timely follow-up on meeting action items.
  • Project Assistance and Engagement: Assist with the coordination of various projects within the EWE business line, including monitoring timelines and deliverables. Collaborate with cross-functional teams to support the ED in achieving strategic objectives. Prepare detailed project reports and presentations for internal and external stakeholders.
  • Communication and Stakeholder Management: Serve as the primary point of contact for the ED, managing relationships with internal and external stakeholders. Communicate with business unit leaders, clients, and senior executives to coordinate engagements and meetings. Maintain a professional and positive image of the ED and the EWE business in all communications.
  • Travel Coordination: Arrange international and domestic travel, including flight bookings, accommodations, and transport. Prepare detailed travel itineraries and ensure timely execution of travel arrangements. Handle visa applications and other travel documentation.
  • Document and Information Management: Maintain organized and up-to-date records, files, and databases for the ED's office. Manage sensitive and confidential information with discretion and professionalism. Compile and summarize data for reports, presentations, and decision-making purposes.
  • Financial Administration: Assist with budget management, expense tracking, and financial reporting related to the ED's office. Process and track invoices, reimbursements, and other financial transactions.
  • Support to the EWE Leadership Team: Collaborate with other Executive Assistants and leadership team members within the EWE business line. Provide additional administrative support to senior leadership as needed.

Skills Required:

  • Exceptional organizational and multitasking abilities.
  • Strong verbal and written communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools like MS Teams.
  • High attention to detail and ability to prioritize tasks effectively.
  • Strong interpersonal skills and the ability to work well under pressure.
  • Ability to handle sensitive and confidential information with discretion.

Key Competencies:

  • Problem-Solving: Ability to anticipate needs, identify potential issues, and implement effective solutions proactively.
  • Time Management: Strong time management skills to handle multiple priorities and ensure timely completion of tasks.
  • Professionalism: Ability to represent the ED and the organization with the utmost professionalism and courtesy in all interactions.
  • Adaptability: Flexible and able to adapt quickly to changing priorities and demands.
  • Initiative: Takes initiative in streamlining processes, identifying areas for improvement, and contributing to the overall efficiency of the ED's office.

Qualifications:

Masters Degree

About AECOM:

AECOM is the world's trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity:

You will have the flexibility you need to do your best work with hybrid work options. Whether you're working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation, benefits and well-being programs to meet the diverse needs of our employees and their families. We're the world's trusted global infrastructure firm, and we're in this together – your growth and success are ours too.

Join us, and you'll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person's potential, and we'll help you reach yours.

All your information will be kept confidential according to EEO guidelines.

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