Executive Assistant

About the role

We are seeking a highly organized and proactive Executive Assistant to join our team in Makkah, Saudi Arabia. In this role, you will serve as a strategic partner to senior-level executives, providing comprehensive administrative support that enables them to focus on high-impact initiatives. You will operate with a high degree of independence, managing complex schedules, coordinating cross-functional projects, and ensuring seamless execution of executive priorities. This position requires exceptional organizational skills, strong interpersonal abilities, and a commitment to delivering excellence in a fast-paced, dynamic environment. Independently manage complex calendars for senior executives, including coordinating recurring meetings, managing multi-time-zone bookings, blocking focused work time, and anticipating rescheduling needs while reflecting executive priorities accurately Review and prioritize incoming emails, categorize by urgency, flag follow-ups, draft responses when appropriate, and maintain inbox hygiene across shared and personal mailboxes Coordinate comprehensive travel arrangements including flights, ground transportation, hotel accommodations, travel insurance, and visa applications; develop detailed itineraries and proactively address travel issues Own the complete lifecycle of executive meetings-from agenda coordination and invite distribution to materials preparation, notetaking, and action item follow-ups; support hybrid and virtual meetings via Teams or similar platforms Prepare and submit expense reports aligned with company standards, ensuring accurate coding, receipt attachment, and reconciliation of credit card transactions; track approvals and liaise with accounting for pending reimbursements Generate and format spreadsheets, dashboards, reports, and presentations tailored for executive and stakeholder use; maintain version control and proactively update recurring documents Submit and track purchase orders, assist in vendor setup, ensure invoice submission, and coordinate with service providers for vendor meetings and contract routing Prepare logistics for stakeholder visits, including agendas, room bookings, meal planning, and meeting materials; serve as 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 with formatting communications for broader distribution Manage requests for system access, IT 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 profiling information on clients, stakeholders, and vendors Build and maintain strong working relationships with internal departments (HR, Finance, Legal, IT) and collaborate with peer Executive Assistants to align schedules and share best practices Perform additional administrative tasks as needed to support executive operations and organizational goals **Minimum Requirements:** Bachelor's degree or minimum 5 years of professional experience in executive support, administrative services, project administration management, or related field Proven experience coordinating business activities and managing projects across multiple stakeholders and teams Advanced proficiency with Microsoft 365 applications, particularly Word, Excel, Outlook, and PowerPoint Demonstrated ability to manage multiple competing priorities and changing deadlines in a fast-paced environment Excellent organizational and time management skills with strong attention to detail Superior verbal and written communication skills with ability to draft professional correspondence and reports Proven experience managing executive calendars and coordinating complex meetings Experience 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 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 ability to anticipate executive needs and take independent action Flexibility and resilience in adapting to changing priorities and organizational needs **Preferred Qualifications:** Experience with SharePoint or other content management systems Familiarity with project management tools and methodologies Experience with expense management or procurement systems Knowledge of business practices and cultural awareness relevant to the Middle East region Experience supporting C-suite or senior-level executives Proficiency in additional languages At AECOM, we are committed to maint

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