Administrative Assistant

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.

We're looking for an experienced and detail-oriented Administrative Assistant to join our dynamic team in Makkah, Saudi Arabia. In this role, you'll lead administrative operations and serve as a trusted resource to managers and project teams. You'll have the opportunity to make a meaningful impact by driving operational excellence, managing complex projects, and supporting our team's success through exceptional organizational, communication, and leadership skills. If you're someone who thrives in a collaborative environment, takes ownership of processes, and demonstrates initiative in maintaining efficiency and accuracy, we'd love to hear from you.

**Administrative & Office Support**

Provide comprehensive administrative support and mentorship to one or more managers within the office or business unit

Lead the preparation, proofreading, and formatting of correspondence, forms, spreadsheets, and documents with meticulous attention to detail

Manage complex calendar coordination, meeting scheduling, and travel logistics for multiple stakeholders

Direct office supply inventory management and vendor relationships to optimize efficiency and cost-effectiveness

Establish and organize project file systems on shared servers and systems, ensuring accessibility and compliance

Lead project meetings, prepare comprehensive minutes, format documentation, and coordinate distribution to relevant stakeholders and clients

Develop and format project reports and documentation, ensuring alignment with organizational standards

**Project & Financial Support**

Lead project setup initiatives and support financial task development with increased autonomy

Independently manage estimate at completion (EAC) updates and change order documentation

Conduct thorough project invoice reviews and ensure accurate task coding across multiple projects

Take ownership of monthly progress reports and contractor estimates preparation

Ensure all project components align with established procedures and standards, identifying opportunities for process improvement

Support financial reconciliation and budget tracking activities

**Procurement & Compliance**

Lead procurement activities for project-related materials and manage vendor relationships strategically

Drive the development and implementation of project documentation and compliance requirements

Maintain and update vendor and client information in relevant systems with accuracy and timeliness

Conduct qualification reviews for regularly utilized vendors and subcontractors, making recommendations

Coordinate with legal and compliance teams on contract-related matters and risk mitigation

Manage risk assessment documentation and approval processes independently

**Proposals & Marketing Support**

Lead proposal development activities and manage approval workflows to ensure timely delivery

Provide strategic marketing assistance for proposals, including document preparation, graphics coordination, and quality assurance

Develop and maintain comprehensive proposal schedules and timelines across multiple submissions

Lead tender document preparation and coordination efforts

Manage documentation uploads, downloads, and vendor registration in procurement systems with attention to compliance

Prepare and coordinate required documentation for review and signature, ensuring accuracy and completeness

**General Responsibilities**

Utilize Microsoft Office Suite and other business software to accomplish work efficiently and train others as needed

Apply professional standards, practices, and procedures in all tasks and mentor team members on best practices

Manage multiple complex priorities simultaneously while maintaining accuracy and quality standards

Communicate transparently with team members and stakeholders, providing proactive updates and recommendations

Demonstrate flexibility and adaptability in a dynamic work environment while driving continuous improvement

Contribute to a collaborative and supportive team culture through leadership and initiative

Identify process inefficiencies and recommend solutions to enhance operational effectiveness

**Minimum Requirements:**

High School Diploma plus 3 years of relevant administrative experience, OR

Relevant administrative or office management diploma plus 2 years of professional experience

**Required Skills & Competencies:**

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Excellent written and verbal communication skills

Strong organizational and time management abilities

Exceptional attention to detail and accuracy

Ability to multitask and prioritize effectively

Professional document preparation and formatting skills

Meeting coordination and minute-taking experience

Customer service orientation and interpersonal skills

Ability to maintain confidentiality and handle sensitive information

Problem-solving mindset with a collaborative approach

Demonstrated experience supporting project management or consulting environments

Familiarity with project financial processes and terminology

Experience with procurement systems and vendor management platforms

**Preferred Qualifications:**

Knowledge of tender documentation and proposal development processes

Advanced proficiency in report writing and data analysis

Experience with travel coordination and expense management

Familiarity with office management software and systems

Background in a corporate, engineering, or professional services environment

Certification in administrative management or related field

**Desired Attributes:**

Proactive and goal-oriented approach to work

Ability to work independently and as part of a team

Adaptability to changing priorities and business needs

Strong analytical and organizational thinking

Commitment to continuous improvement and professional development

Resilience and positive attitude in a fast-paced environment

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

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.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. 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 2025. Learn more at aecom.com.

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. 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. Here, you’ll find a welcoming workplace built on respect, collaboration and community - 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.