Overview
Executive Assistant Jobs in Jeddah, Saudi Arabia at AECOM
Job Description
We are seeking a highly organized and proactive Executive Assistant to join our team in Makkah, Saudi Arabia. In this role, you will serve as a strategic partner to senior level executives, providing comprehensive administrative support that enables them to focus on high impact initiatives. You will operate with a high degree of independence, managing complex schedules, coordinating cross functional projects, and ensuring seamless execution of executive priorities.
- Independently manage complex calendars for senior executives, coordinating recurring meetings, managing multi time zone bookings, blocking focused work time, and anticipating rescheduling needs while accurately reflecting executive priorities.
- Review and prioritize incoming emails, categorize by urgency, flag follow ups, draft responses when appropriate, and maintain inbox hygiene across shared and personal mailboxes.
- Coordinate comprehensive travel arrangements including flights, ground transportation, hotel accommodations, travel insurance, and visa applications; develop detailed itineraries and proactively address travel issues.
- Own the complete lifecycle of executive meetings-from agenda coordination and invite distribution to material preparation, note taking, and action item follow ups; support hybrid and virtual meetings via Teams or similar platforms.
- Prepare and submit expense reports aligned with company standards, ensuring accurate coding, receipt attachment, and reconciliation of credit card transactions; track approvals and liaise with accounting for pending reimbursements.
- Generate and format spreadsheets, dashboards, reports, and presentations tailored for executive and stakeholder use; maintain version control and proactively update recurring documents.
- Submit and track purchase orders, assist in vendor setup, ensure invoice submission, and coordinate with service providers for vendor meetings and contract routing.
- Prepare logistics for stakeholder visits, including agendas, room bookings, meal planning, and meeting materials; serve as point of contact for internal teams to ensure seamless execution.
- Create and distribute newsletters, announcements, and internal updates on behalf of the executive; design basic graphics for events and assist with formatting communications for broader distribution.
- Manage requests for system access, IT support, and onboarding related tools; coordinate with IT departments to ensure timely resolution of technical issues.
- Conduct market research, competitor analysis, and internal policy reviews to support executive decision making; gather profiling information on clients, stakeholders, and vendors.
- Build and maintain strong working relationships with internal departments (HR, Finance, Legal, IT) and collaborate with peer Executive Assistants to align schedules and share best practices.
- Perform additional administrative tasks as needed to support executive operations and organizational goals.
Minimum Requirements
- Bachelor’s degree or minimum 5 years of professional experience in executive support, administrative services, project administration management, or related field.
- Proven experience coordinating business activities and managing projects across multiple stakeholders and teams.
- Advanced proficiency with Microsoft 365 applications, particularly Word, Excel, Outlook, and PowerPoint.
- Demonstrated ability to manage multiple competing priorities and changing deadlines in a fast paced environment.
- Excellent organizational and time management skills with strong attention to detail.
- Superior verbal and written communication skills with ability to draft professional correspondence and reports.
- Proven experience managing executive calendars and coordinating complex meetings.
- Experience coordinating travel arrangements and managing logistics.
- Demonstrated ability to work effectively with global teams across multiple time zones.
- Strong understanding of administrative functions, vendor management, and budget tracking.
- Excellent interpersonal skills with ability to build collaborative relationships across all organizational levels and departments.
- Ability to maintain confidentiality and exercise…
Title: Executive Assistant
Company: AECOM
Location: Jeddah, Saudi Arabia
Category: