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Executive Assistant


New York, NY
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Job Details

Company AECOM

Job Title: Executive Assistant

JobID: 23339-1232981

Location: New York, NY, 10176, USA

Description: **Business Line** AECOM Capital

**Position Title** Executive Assistant

United States of America - New York

New York

**Job Summary**

We are looking for someone to support our senior managers in a timely and professional manner. You will provide high-quality administrative and clerical assistance to top-level executives.

The candidate must be proactive and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise sound judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The candidate will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

EA Responsibilities

+ Coordinate daily calendars of senior managers, plan appointments and events

+ Act as a point of contact between executives and investors

+ Create regular reports and update internal databases

+ Book travel arrangements for senior managers, and be accessible to update those plans while senior managers are traveling

+ Manage phone calls and emails

+ Respond promptly to managers’ queries

+ Facilitate internal communication (e.g., distribute information and schedule presentations)

+ Assist in the onboarding process for new hires

Office Responsibilties

+ Suggest more efficient ways to run the office and troubleshoot malfunctions

+ Organize the office layout and order stationery and equipment

+ Partner with HR to update and maintain office policies as necessary

+ Organize office operations and procedures

+ Coordinate with IT department on all office equipment

+ Ensure that all items are invoiced and paid on time

+ Manage office G&A budget, ensure accurate and timely reporting

+ Provide general support to visitors

+ Liaise with facility management vendors, including cleaning, catering and security services

+ Plan in-house or off-site activities, like parties, celebrations, and conferences

+ Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

+ Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

**Minimum Requirements**

+ 5 or more years of proven work experience as an office manager, senior executive assistant or similar role in an investment or financial organization

+ Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

+ Strong written and verbal communication skills

+ Emotional maturity

+ Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

+ Experience with office management systems and MS Office, social media platforms

+ Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment

+ Familiarity with online calendars and cloud systems

+ Experience using office equipment, including printers and scanners

+ Strong communication skills (phone, email, and in-person)

+ Experience exercising discretion and confidentiality with sensitive company information

+ Experience and interest in internal and external communications, partnership development, and fundraising

+ Excellent organizational skills with an ability to think proactively and prioritize work

+ Bachelors degree

**Preferred Qualifications**

+ Local candidates preferred

**What We Offer**

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

At AECOM, employee's safety and security are our top Safeguarding core value. All employees are expected to set the highest level of safety expectation in their work, display the highest level of safe behavior, and actively participate in AECOM's Safety For Life Program. SH&E is a part of our company culture and participation is required for all employees.

_NOTICE TO THIRD PARTY AGENCIES: Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM._

**_Job Category_** _Administrative Support / Secretarial_

**_Business Group_**

**_Country_** _United States of America_

**_Position Status_** _Full-Time_

**_Requisition/Vacancy No._** _180242BR_

_Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status._

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