Posted in: Administrative and Support Services in Oakland | Posted: |
Job Description
AECOM is seeking an Executive Assistant to be based in Oakland, CA.
JOB SUMMARY:
The Executive Assistant will provide administrative support to the leadership team for a large Transportation department. This position requires resourcefulness, administrative skills, ability to prioritize and multi-task, change management and adaptability, excellent communication skills, collaboration, team building, and the highest degree of confidentiality.
RESPONSIBILITIES:
Lead complex and diverse administrative assignments seeing them through from conception to completion. Supervise administrative support staff as team continues to grow in size and scope
Coordinates webcasts, conferences and/or events including meeting room reservations and logistics, A/V, meals, preparing meeting materials and can include attending the meetings and taking notes. Collaborating with other departments on special engagement projects. This could also entail some travel to meeting locations
Meets regularly with leadership to review status of projects; plan key events, meetings and upcoming travel; and prioritize open action items
Creates and maintains presentations, correspondence, reports, spreadsheets, and other necessary documents in response to and in anticipation of executive's needs. Maintains well-organized digital and hard copy files and records for efficient retrieval of data or information when needed
Interacts and communicates with all levels within the company; develops effective networks with peers, as well as external professional groups
Gather, review and submit information for project/ program pursuits
Aid in business development with our clients
Anticipate business needs of leadership team, be proactive, troubleshoot problems and take initiative
Manages and maintains the department’s MS Team site and calendar in Microsoft Outlook
Coordinates and processes travel arrangements, itineraries, and agendas; compiling documents for travel-related meetings; and company credit card reconciliations and/or approvals in a timely manner
Prepares, reviews, submits, and tracks expense reports for reimbursements; enters, tracks, and processes departmental-level expenses and invoices for payment as needed
Identifies opportunities for process improvement and recommends special projects and initiatives related to general business administration
Perform other related projects and duties as assigned