Administrative Assistant

About AECOM

AECOM is a global infrastructure consulting firm dedicated to creating a better world by improving transportation, utilities, water access, and urban development. With a workforce exceeding 50,000 diverse professionals including planners, engineers, scientists, and project managers, AECOM delivers impactful projects worldwide. The company emphasizes a collaborative global culture and offers comprehensive benefits tailored to diverse employee needs.

Role Overview

We are seeking an organized and meticulous Administrative Assistant to support our Riyadh office. This role is key in managing executive schedules, streamlining communications, and facilitating efficient daily operations. The successful candidate will be proactive, cooperative, and committed to supporting the team through precise and timely administrative duties.

Responsibilities

• Organize executive and team calendars, arrange meetings, reserve rooms, and prepare agendas and materials
• Handle correspondence including emails and shared mailboxes professionally, ensuring prompt and accurate responses
• Establish and maintain systematic filing systems in both digital and physical formats, ensuring compliance with company policies
• Assist with expense management by processing reports, liaising with Accounts Payable, and monitoring approvals and payments
• Coordinate with vendors and internal teams regarding invoices, purchase orders, and vendor communications
• Create and update reports, spreadsheets, and documents utilizing Microsoft Office, ensuring data accuracy and clarity
• Provide support for special projects and administrative initiatives with flexibility and dedication
• Deliver excellent customer service to internal and external stakeholders by addressing inquiries and administrative needs proactively
• Protect confidentiality and handle sensitive information with discretion
• Manage meeting logistics including virtual coordination, note-taking, and follow-up documentation

Qualifications

• Bachelor's degree with a minimum of five years relevant administrative experience
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint
• Exceptional organizational and time management abilities capable of managing multiple deadlines
• Strong English communication skills, both written and oral
• Meticulous attention to detail ensuring thorough and precise documentation
• Experience thriving in fast-paced environments handling diverse and shifting priorities
• Familiarity with administrative support functions and vendor coordination processes
• Understanding of organizational structure, policies, and procedures within a corporate setting
• Ability to collaborate effectively with diverse groups and stakeholders

Preferred Experience

• Knowledge of document management platforms like SharePoint or Microsoft Teams
• Experience with scheduling and calendar management applications
• Background in expense reporting or accounts payable coordination
• Exposure to project coordination and budget management
• Skills in data entry and database upkeep
• Ability to design basic visual presentations using Microsoft Office tools
• Experience within corporate or professional services environments

Personal Attributes

• Strong interpersonal abilities facilitating effective communication internally and externally
• Customer service mindset with a proactive approach to stakeholder support
• Problem-solving skills enabling independent resolution of administrative challenges
• Adaptability and flexibility to shifting organizational priorities
• Professionalism and discretion in managing confidential matters
• Inclusive attitude fostering a collaborative team environment
• Focus on quality delivery and continuous process improvement

Additional Information

Employment requires attendance at an in-person onboarding session on Day 1 at an AECOM office to ensure recruitment integrity. AECOM offers robust benefits, which may include medical, dental, vision care, paid leave, disability coverage, employee assistance programs, retirement plans, stock purchase options, and flexible working arrangements. The company is a Fortune 500 leader with $16.1 billion in revenue, specializing in infrastructure solutions globally.

Join a supportive workplace built on respect and collaboration while advancing your professional growth through award-winning training and innovative projects that influence both local and global communities. AECOM is an Equal Opportunity Employer that protects candidate confidentiality according to EEO guidelines.