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Administrative Assistant
AECOMRiyadh, SAU
Apply Company Description Work with Us. Change the World. At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations. There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world. We're one global team driven by our common purpose to deliver a better world. Join us. Job Description We're looking for a detail-oriented and organized Administrative Assistant to join our team in Riyadh, Saudi Arabia. In this role, you'll provide essential administrative support to our organization, managing schedules, coordinating communications, and ensuring smooth day-to-day operations. The ideal candidate will be proactive, collaborative, and committed to supporting our team's success through efficient and accurate administrative work.
- Manage executive and team calendars, scheduling meetings, coordinating room reservations, and preparing meeting materials and agendas
- Process and organize correspondence, emails, and shared mailboxes with accuracy and professionalism, ensuring timely responses and proper categorization
- Prepare and maintain organized filing systems, both digital and physical, ensuring documents are easily accessible and comply with company policies and procedures
- Support expense management by processing expense reports, coordinating with Accounts Payable, and tracking approvals and payment status
- Coordinate with vendors and internal departments on administrative matters, including invoice tracking, purchase order follow-ups, and vendor communication
- Create and maintain reports, spreadsheets, and organizational documents using Microsoft Office tools, ensuring accuracy and clear presentation of information
- Assist with special projects and administrative initiatives as assigned, demonstrating flexibility and commitment to organizational goals
- Provide customer-focused support to internal and external stakeholders, responding to inquiries and proactively addressing administrative needs
- Maintain confidentiality and discretion when handling sensitive company information and communications
- Support meeting logistics, including virtual meeting coordination, note-taking, and follow-up documentation
- Bachelor's Degree and 5 years of relevant administrative experience
- Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
- Strong organizational and time management skills with ability to prioritize multiple tasks and deadlines
- Excellent written and verbal communication skills in English
- Demonstrated attention to detail with ability to produce accurate documentation and complete tasks thoroughly
- Experience managing multiple and changing demands in a fast-paced environment
- Basic understanding of administrative support functions and vendor coordination
- Working knowledge of company organizational structures, policies, and procedures
- Ability to work collaboratively with diverse teams and stakeholders
- Experience with document management systems such as SharePoint or Microsoft Teams
- Familiarity with scheduling and calendar management tools
- Experience with expense management or accounts payable coordination
- Knowledge of project coordination and budget tracking
- Experience with data entry and database management
- Proficiency in creating visual presentations or basic design using Microsoft Office tools
- Experience in a corporate or professional services environment
- Strong interpersonal skills with ability to communicate effectively with internal and external customers
- Customer service orientation with proactive approach to supporting stakeholder needs
- Problem-solving ability with capacity to identify and resolve administrative issues independently
- Flexibility and adaptability to changing priorities and organizational needs
- Discretion and professionalism when handling confidential information
- Inclusive mindset with commitment to supporting a collaborative team environment
- Goal-oriented approach with focus on delivering quality work and continuous improvement