Executive Assistant at Aecom USA

Jeddah, Makkah Region, Saudi Arabia -

Full Time

Start Date

Immediate

Expiry Date

22 Sep, 26

Salary

0.0

Posted On

24 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Travel Coordination, Executive Support, Microsoft 365, Expense Reporting, Stakeholder Management, Meeting Coordination, Vendor Management, Professional Correspondence, Time Management, Problem Solving, Confidentiality, Market Research, Project Administration, Interpersonal Communication, Budget Tracking

Industry

Civil Engineering

Description

Company Description Work with Us. Change the World. At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations. There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world. We're one global team driven by our common purpose to deliver a better world. Join us. Job Description 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 Qualifications **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 Additional Information 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-person Day 1 onboarding at an AECOM office location as a condition of employment. About AECOM AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan. AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. What makes AECOM a great place to work You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity. As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines. State/Province: Makkah Business Group: DCS Legal Entity: AECOM Arabia Business Line: Transportation Work Location Model: On-Site Operating Group: International Primary Location: KSA - Jeddah, SA - Al Murjanah Tower

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Responsibilities

Provide comprehensive administrative and strategic support to senior executives, including complex calendar and travel management. Coordinate cross-functional projects, manage executive communications, and handle logistics for stakeholder visits.