AECOM Executive Assistant in Germantown, Maryland

Requisition/Vacancy No. 149039BR

Position Title Executive Assistant

Job Category Administrative Support / Secretarial

Business Line Government

Country United States of America

State/Province/Region USA - Maryland

City Germantown

Why Choose AECOM? AECOM is a premier, fully integrated professional and technical services firm positioned to design, build, finance and operate infrastructure assets around the world for public- and private-sector clients. With nearly 100,000 employees — including architects, engineers, designers, planners, scientists and management and construction services professionals — serving clients in over 150 countries around the world, AECOM is ranked as the #1 engineering design firm by revenue in Engineering News-Record magazine’s annual industry rankings, and has been recognized by Fortune magazine as a World’s Most Admired Company. The firm is a leader in all of the key markets that it serves, including transportation, facilities, environmental, energy, oil and gas, water, high-rise buildings and government. AECOM provides a blend of global reach, local knowledge, innovation and technical excellence in delivering customized and creative solutions that meet the needs of clients’ projects. A Fortune 500 firm, AECOM companies, including URS Corporation and Hunt Construction Group, have annual revenue of approximately $19 billion. More information on AECOM and its services can be found at www.aecom.com.

About the Business Line

Government

AECOM works with national and local governments around the world to manage and support critical programs in the areas of defense, security and intelligence; energy and climate change; environmental cleanup and waste management; infrastructure development, protection and resilience; and international development. Our global operations and connected expertise enable us to provide cutting-edge, relevant and cost-effective solutions that help our clients safeguard and enrich society and the world we live in.

Job Summary

AECOM is currently seeking an experienced Executive Assistant to support our corporate office located in Germantown, MD.

Essential Responsibilities:

  1. Provides administrative support to executive staff members, including managing calendars, travel, executive time management, virtual and in-person meetings, telephone coverage/screening, copier projects, Power Point graphics and web-enabled presentations, editing and proof reading documentation, generating correspondence, mail handling, supplies control, etc. Responds to inquiries exercising significant initiative and judgment based on knowledge of policies and procedures including answering customer inquiries, acting as a liaison.

  2. Manages scheduling and coordinating meetings, appointments, including interface with internal and external executives, Arranges conferences, travel arrangements, and preparation of expense reports.

  3. Oversees corporate correspondence and assists in setting the proper image through corporate correspondence. Prepares, proofreads and distributes correspondence. Composes own correspondence as well as correspondence for signature including the execution and distribution of reports. Also, prepares special or one-time reports, summaries, or replies to inquiries under general direction.

  4. Arranges and ensures logistics for meetings, phone and web conferences; facilitates meetings that include virtual web, Sharepoint, or video components and prepares meeting minutes. Works closely with IT department to ensure meetings and devices (including mobile) can utilized effectively prior to executive meetings.

  5. Reads, understands and brings to management's attention, items requiring attention from the variety of data and reports sent to the office for action.

  6. Organizes and maintains departmental files in accordance with applicable procedures.

  7. Conducts data entry input and generates reports as required. Also, creates and maintains spreadsheets, presentation slides, web based content (Sharepoint and/or web site administration) and other databases as required.

  8. Works closely with the corporation, division, and strategic business units as well as customers and partners for coordinating schedules, meetings, phone conferences, data content and submissions, etc.

  9. Coordinates the scheduling and logistics of large annual, quarterly or other strategic off-site management meetings to include; location for the meeting, attendees/invites, presentations, IT and mobility arrangements, lodging, arranging for refreshments and supplies, etc. Also attends meetings for the purpose of ensuring all administrative elements go smoothly, including preparing meeting minutes, action items and on site support .

  10. Perform all other position related duties as assigned or requested.

Minimum Requirements

Bachelor's Degree in Business Administration or related field and minimum 7 years of job-related experience.

Proactive, high energy, self-starting administrative professional with accuracy and discipline to control and maintain accurate calendars, travel, meetings and deliverables for two senior executives. Requires advanced capability operating application software including web and video meetings, MS Outlook, MS Word, MS Power Point, Sharepoint and MS Excel on desktop and mobile devices. Requires ability to confidently engage in all situations, maintaining calm composure with positive attitude and ability to work as a team. Demonstrated ability to work with a sense of urgency and under pressure, as needed to handle multiple tasks accurately and prioritize effectively. Effective communicator who can interface with executive level customers and employees, promotes a strong corporate culture through written and verbal communications.

The position will require the ability to pass and maintain a Security Clearance. May require travel and ability to have flexible work schedule.

Preferred Qualifications none

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 and Minorities, Females, Veterans, and Disabled persons are encouraged to apply. For further information, please click here at http://www.aecom.com/content/wp-content/uploads/2016/01/EEO-is-the-Law-poster-supplement.pdf to view the EEO Is The Law poster.