Executive Assistant II

Benefits

Additional Information

The Executive Assistant II supports senior executives and directors, delivering high-level executive coordination, decision-ready communication support, and oversight of sensitive logistics. The role also champions internal comms, vendor alignment, and event leadership. Responsibilities & Duties Executive-Level Calendar Leadership 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. Executive Communication Gatekeeping Serve as the first line of contact 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. Strategic Travel & VIP Coordination 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. High-Level Meeting & Event Management 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. Advanced Expense and Budget Oversight 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. Executive-Grade Reporting & Analysis 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. Vendor, Procurement & Legal Coordination 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. Stakeholder Visit & Global Logistics Ownership 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. Strategic Internal Communications 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. Process Improvement & Optimization 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. Confidential Project Support Partner on confidential or time-sensitive projects that require discretion, strategic awareness, and end-to-end tracking. Support initiatives such as reorganizations, executive transitions, M&A research, or personnel planning with utmost integrity. Mentoring & Knowledge Sharing Provide informal guidance to junior EAs, share best practices, and serve as a go-to contact for high-complexity support requests. May be tapped for pilot initiatives or as a process resource for executive support system improvements. Minimum Requirements: Bachelor's Degree or 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 Must be flexible working shifting schedule and hybrid set-up; 3 days onsite per week 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-p

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