Executive Assistant

Company Overview

AECOM is a global infrastructure consulting organization focused on helping communities and businesses grow through better transportation, utilities, clean water, energy, and built-environment solutions. The company works across planning, design, engineering, program management, and construction management to deliver large-scale projects worldwide.

The team is expanding in response to increasing infrastructure investment, and this role offers the chance to support senior leaders within a global organization of more than 50,000 professionals.

Role Summary

We are looking for a highly organized and forward-thinking Executive Assistant to support senior leadership in Jiddah, Saudi Arabia. This position acts as a trusted partner to executives, handling confidential administrative work, coordinating priorities, and keeping day-to-day operations running smoothly in a fast-moving environment.

Key Duties

• Take ownership of complex executive calendars by arranging recurring meetings, handling bookings across time zones, protecting time for focused work, and adjusting schedules when priorities change.
• Sort, monitor, and prioritize incoming emails, identify urgent items, draft replies where suitable, and keep both shared and personal inboxes well organized.
• Arrange end-to-end travel plans, including flights, local transport, hotels, travel coverage, and visa processing, while preparing detailed itineraries and resolving travel disruptions.
• Manage executive meetings from start to finish, including agenda planning, sending invites, preparing materials, recording notes, tracking action items, and supporting hybrid or virtual sessions through Teams or similar tools.
• Prepare expense claims in line with company policy, ensure proper coding and receipt attachment, reconcile card transactions, and follow up on approvals and reimbursements.
• Create and format spreadsheets, dashboards, reports, and presentations for executive and stakeholder use, while maintaining version control and updating recurring documents.
• Process purchase orders, support vendor onboarding, handle invoice submission, and coordinate vendor meetings and contract routing as needed.
• Organize logistics for stakeholder visits, including room setup, agendas, refreshments, and meeting packs, while serving as a central contact for internal coordination.
• Draft and distribute newsletters, announcements, and internal communications, and assist with simple graphics and formatting for events or broader circulation.
• Handle requests for system access, IT support, and onboarding tools, working with technology teams to close issues quickly.
• Perform market research, competitor reviews, policy checks, and stakeholder or vendor profiling to support decision-making.
• Build productive working relationships with teams such as HR, Finance, Legal, IT, and other Executive Assistants to align schedules and share good practices.
• Carry out additional administrative work to support executive operations and broader organizational objectives.

Qualifications

• A bachelor’s degree is required, or at least 5 years of relevant professional experience in executive support, administrative services, project administration, or a related area.
• Prior experience coordinating business activities and managing work across several stakeholders and teams.
• Strong command of Microsoft 365 tools, especially Word, Excel, Outlook, and PowerPoint.
• Ability to juggle competing priorities and shifting deadlines in a busy environment.
• Excellent planning, organization, and time management skills with strong attention to detail.
• Clear verbal and written communication skills, including the ability to draft professional messages and reports.
• Hands-on experience managing executive calendars and complex meetings.
• Experience organizing travel and related logistics.
• Ability to work effectively with global teams across different time zones.
• Good understanding of administrative processes, vendor coordination, and budget tracking.
• Strong interpersonal skills and the ability to collaborate across all levels and departments.
• High level of confidentiality and sound judgment when dealing with sensitive information.
• Proactive problem-solving ability and the confidence to act independently when needed.
• Flexibility and resilience when priorities or business needs change.

Preferred Background

• Experience using SharePoint or similar content management platforms.
• Familiarity with project management methods and tools.
• Exposure to expense management or procurement systems.
• Awareness of business practices and cultural context relevant to the Middle East.
• Experience supporting C-suite or other senior executives.
• Ability to communicate in additional languages.

Additional Information

AECOM maintains a secure hiring process and takes fraudulent recruitment activity seriously. As part of employment, all newly hired employees must complete in-person Day 1 onboarding at an AECOM office location.

AECOM offers a broad benefits package that may include medical, dental, vision, life, AD&D, disability coverage, paid time off, leave options, voluntary benefits, flexible work options, wellness resources, employee assistance support, business travel insurance, service recognition awards, retirement savings, and an employee stock purchase plan, depending on employment status.

As a Fortune 500 infrastructure leader, AECOM serves clients across water, environment, energy, transportation, and buildings, and supports projects from advisory and planning through design, engineering, and construction management. The company reported revenue of $16.1 billion in fiscal year 2025.

You will join a global workplace that emphasizes growth, collaboration, learning, and respect, with opportunities to contribute to meaningful projects locally and internationally. AECOM also states that it is an equal opportunity employer and keeps applicant information confidential in line with EEO guidelines.

Role Details

Business Line: Transportation
Business Group: DCS
Strategic Business Unit: ME and Africa
Career Area: Administration
Work Location Model: On-Site