Executive Assistant II or III

4 weeks ago

Dallas, United States Appcast Full time
Job Summary
AECOM is seeking an Executive Assistant II or III to provide support in the Legal department in Dallas, Texas. The job can be performed in the office, remotely, or in a hybrid environment. The Executive Assistant uses discretion to resolve complex issues in creative and effective ways. The role applies an understanding of business processes, gathers data, makes recommendations, coordinates with attorneys across the globe and provides confidential and high-level administrative support to attorneys.

Primary Responsibilities:
  • Supports attorneys with their responsibilities, including litigation, insurance reporting, responding to subpoenas, assisting in responding to third party and internal requests for information, compliance review, and assisting with employment, intellectual property, and privacy law matters
  • Meets regularly with attorneys to review status of projects; plan key events, meetings, and upcoming travel; and prioritize open action items
  • Assists with budget management, tracking receipt and payment of invoices, and other administrative financial matters
  • Interacts and communicates with all levels within the company; develops effective networks with peers, as well as external professional groups
  • Communicates with attorneys and professionals across the globe to assist in preparing documents and policies
  • Identifies opportunities for process improvement and recommends special projects and initiatives related to general business administration
  • Word processing and file management
  • Arranging international and domestic travel agendas
  • Prepares, reviews, submits, and tracks attorney expense reports for reimbursements
  • Screens, prioritizes and redirects/forwards phone calls; responds to callers with routine requests, as well as those requiring additional research and investigation
  • Performing other related projects and duties as assigned
At AECOM, we’re delivering a better world.

We believe infrastructure creates opportunity for everyone. Whether it’s improving your commute, keeping the lights on, providing access to clean water or transforming skylines, our work helps people and communities thrive.

Our clients trust us to bring together the best people, ideas, technical expertise and digital solutions to our work in transportation, buildings, water, the environment and new energy. We’re one global team – over 50,000 strong – driven by a common purpose to deliver a better world.
Minimum Requirements
For Executive Assistant II:
  • HS diploma plus at least 8 years of relevant experience or demonstrated equivalency of experience and/or education
For Executive Assistant III:
  • HS diploma plus at least 10 years of relevant experience or demonstrated equivalency of experience and/or education
As well as:
  • Ability to work under pressure and handle highly confidential information
  • Strong organizational skills, follow-through, accuracy and attention to detail are critical
  • Ability to work in a high activity/fast paced environment in a large global company with a complex operating structure
  • Ability to work independently
  • Willingness to work on projects and take new areas of responsibility
  • Highly proficient technical skills including preparing presentations and working with spreadsheets. Significant experience with Microsoft Outlook, Excel, Word, and Power Point is essential.
Preferred Qualifications
  • Legal assistant experience working with attorneys preferred but not essential
  • Experience with other business platforms and databases, such as Workday, Oracle, and Thomson Reuters Legal Tracker
  • Excellent verbal and written communication skills to effectively work with various departments and levels within company
  • Self-motivated, flexible candidate, who has the ability to anticipate needs
  • Initiative, and team attitude that no job is too big or too small
Additional Information:
  • Relocation assistance is not available for this position
  • Sponsorship for US work authorization is not available for this position.
What we offer
We will give you the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed. You will help us foster a culture of equity, diversity and inclusion – a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients. We will encourage you to grow and develop your career with us through our technical and professional development programs and diverse career opportunities. We believe in leadership at all levels. No matter where you sit in the organization you can make a lasting impact on the projects you work on, the teams and committees you join and our business. We offer competitive pay and benefits, well-being programs to support you and your family, and the development resources you need to advance your career. When you join us, you will connect and collaborate with a global network of experts – planners, designers, engineers, scientists, consultants, program and construction managers – leading the change toward a more sustainable and equitable future. Join us and let’s get started. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

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