Executive Assistant Team Lead

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

• Provide day-to-day supervision and guidance to a team of Executive and/or Administrative Assistants. Monitor workload distribution, performance, engagement, and service delivery. Support career growth by offering mentoring, real-time coaching, and training opportunities tailored to individual strengths and development areas.
• Set clear expectations and measurable KPIs across the team. Track daily, weekly, and monthly service delivery metrics, such as expense turnaround time, meeting success rates, stakeholder satisfaction, and calendar accuracy. Prepare periodic reports for leadership review and team improvement planning
• Establish and uphold operational standards across scheduling, inbox management, travel bookings, meeting execution, and documentation handling. Ensure consistent application of best practices, tools, and templates across the team, aligned with the latest service catalogue offerings.
• Act as the first point of contact for escalated issues—whether from stakeholders, peers, or within the EA team. Resolve scheduling conflicts, service gaps, or interpersonal challenges with empathy, professionalism, and fairness.
• Oversee onboarding of new resources and smooth transitions of support during backfills, extended leaves, or role changes. Evaluate team capacity, skill alignment, and business continuity to reassign stakeholder coverage where needed.
• Identify operational inefficiencies within support services and lead initiatives to streamline workflows, reduce rework, and improve turnaround times. Foster a learning culture through team huddles, process documentation, and shared playbooks.
• Represent the team in meetings with other departments such as HR, IT, Procurement, and Finance. Champion the team’s voice, raising systemic issues, and advocating for tools or process enhancements that support team efficiency and stakeholder satisfaction.
• Provide calendar management and priority alignment for a designated executive, balancing scheduling needs with limited availability. Handle email triage, flag urgent communications, and apply filters and rules for inbox efficiency.
• Organize key meetings (e.g., leadership reviews, planning sessions, business updates), prepare agendas, collate and format decks, and track follow-ups. Ensure meeting time is optimized and aligned with executive objectives.
• Support travel booking for the executive including air, hotel, and ground transport, ensuring itineraries are complete and policy compliant. Prepare, submit, and reconcile expense reports with minimal oversight.
• Draft and proofread internal communications or stakeholder-facing messages on behalf of the executive. Assist with internal updates, newsletters, or brief summaries as requested.

Qualifications

Required:

• Bachelor’s Degree with at least 7 years’ experience of executive support and supervisory.
• Proven work experience as a team leader or supervisor.
• In-depth knowledge of performance metrics.
• Good PC skills, especially in MS Excel.
• Excellent communication and leadership skills.
• Organizational and time-management skills.
• Decision-making skills.
• Must be willing to work onsite during training, and hybrid after (2-3 days per week) and night/shifting schedule.

Good to have:

• Degree in Management or training in team leadership is a plus.

Qualifications

Additional Information

About AECOM

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.

Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2024. Learn more at aecom.com.

What makes AECOM a great place to work

You will be part of a global team that champions your growth and career ambitions.

• both in your local community and on a global scale
• that are transforming our industry and shaping the future.

Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned.

• where you have the freedom to grow in a world of opportunity.

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.

Legal Entity: AECOM Global Business Services - Philippines ROHQ