Administrative Assistant

About AECOM

At AECOM, we are committed to delivering a better world through transformative infrastructure solutions. As a global leader in consulting, planning, design, engineering, and program management, we partner with clients to address the world’s most complex challenges. Our work spans improving transportation networks, ensuring reliable energy and water access, and shaping sustainable urban landscapes. With a workforce of over 50,000 professionals worldwide, we are driven by a shared purpose to create lasting positive impact. Now is an exceptional time to join AECOM, as accelerating global infrastructure investments amplify the demand for our expertise. We welcome individuals who bring innovative thinking and a passion for excellence to contribute to our mission of building legacies for future generations.

Role Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to support our dynamic team in Riyadh, Saudi Arabia. This role is pivotal in maintaining the efficiency and effectiveness of our operations by providing comprehensive administrative support. The successful candidate will play a key role in managing schedules, facilitating communications, and ensuring seamless day-to-day functioning. Ideal candidates will demonstrate a proactive approach, strong collaboration skills, and a dedication to supporting team success through meticulous and efficient administrative practices.

Key Responsibilities

• Calendar and Schedule Management: Oversee executive and team calendars by scheduling meetings, coordinating room reservations, and preparing agendas and meeting materials to ensure optimal productivity and alignment.
• Correspondence and Communication Management: Process and organize emails, correspondence, and shared mailboxes with precision and professionalism. Ensure timely responses and proper categorization to maintain effective communication channels.
• Document and Records Management: Develop and maintain organized filing systems, both digital and physical, to ensure documents are easily accessible while adhering to company policies and compliance standards.
• Expense and Financial Support: Assist with expense management by processing expense reports, coordinating with Accounts Payable, and tracking approvals and payment statuses to facilitate smooth financial operations.
• Vendor and Department Coordination: Liaise with vendors and internal departments on administrative matters, including invoice tracking, purchase order follow-ups, and vendor communications to ensure timely and accurate processing.
• Reporting and Documentation: Create and maintain accurate reports, spreadsheets, and organizational documents using Microsoft Office tools, ensuring clarity and professional presentation of information.
• Project and Initiative Support: Assist with special projects and administrative initiatives as assigned, demonstrating adaptability and a commitment to achieving organizational goals.
• Stakeholder Support: Provide customer-focused support to internal and external stakeholders by responding to inquiries and proactively addressing administrative needs to enhance overall satisfaction.
• Confidentiality and Discretion: Maintain the highest standards of confidentiality and discretion when handling sensitive company information and communications to uphold trust and integrity.
• Meeting Logistics: Support meeting logistics by coordinating virtual meetings, taking detailed notes, and ensuring follow-up documentation is completed accurately and promptly.

Qualifications

Minimum Requirements:

• Bachelor’s degree in a relevant field and a minimum of 5 years of administrative experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills in English, with a focus on clarity and professionalism.
• Meticulous attention to detail, ensuring accuracy in documentation and task completion.
• Experience managing multiple and dynamic demands in a collaborative setting.
• Understanding of administrative support functions, vendor coordination, and company policies.
• Ability to work effectively with diverse teams and stakeholders across various departments.

Preferred Qualifications:

• Experience with document management systems such as SharePoint or Microsoft Teams.
• Familiarity with advanced scheduling and calendar management tools.
• Background in expense management or accounts payable coordination.
• Knowledge of project coordination and budget tracking methodologies.
• Proficiency in data entry and database management to support operational efficiency.
• Ability to create visually compelling presentations or basic design elements using Microsoft Office tools.
• Experience in supporting cross-functional teams in a corporate or consulting environment.