Executive Assistant II

Job Description

Job Brief

The Senior Executive Assistant (Level 10) 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 and 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.

Additional Information

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, and service recognition awards.

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.