Divisional Executive Assistant

Mott MacDonald

Location: Greater London

Job Type: Full time


Job Description:

Do you want to work for a company whose purpose is to improve society by considering social outcomes, and to transform businesses, communities, and opportunities for its employees? Mott MacDonald is a global consultancy whose people do exactly that.

We are looking for someone to provide administration support and diary management to the Divisional General Manager (DGM) and support for the full Exec team to ensure seamless divisional and unit operations. In this role, the successful candidate will primarily be working from our Croydon office.

You will work closely with the Unit Exec Assistants to understand requirements for the division, to deliver in a professional and timely manner. Our Metros and Civils division comprises of over 500 professional staff, mainly based at our office in Croydon.

Typical duties, but not limited to:

    • Handling an extensive range of administrative functions ranging from complex diary management, expense and timesheet management and data entry and ad hoc requests
  • Effective management of online files/SharePoint site for the divisional Exec team
  • Editing, collating and distribution of briefing papers for all divisional Exec meetings, including P&A Committee and Board meetings
  • Attending internal meetings when required and executing minutes and key actions
  • Preparing internal presentations and documentation
  • Management and organisation of meetings
  • Planning of events and workshops, both internal and external including client lunches and dinners
  • Supporting the divisional and unit comms team with organising staff webinars and production of events
  • Planning and booking of international / national travel arrangements, including liaising with local and global MM offices for scheduling of local meetings and events
  • Being the first point of contact for the Divisional Exec team and maintaining productive relationships with internal colleagues
  • Collaboration with the MM divisional, unit and regional EAs and support functions within the company to ensure smooth running of all processes in support to the Divisional General Manager
  • Demonstrate a high level of competency with the varied software packages and document control systems used within Mott MacDonald (Microsoft Office, STEP, Connect Business)
Candidate Specification:

To be successful in this role it is essential that you have:

  • The ability to work independently and remotely from line manager when required and to implement activities within overall tasks as allocated
  • Relevant experience in a role that incorporates the major components of the duties and responsibilities noted above
  • Proficiency with Microsoft Office 365, including, Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, etc
  • Excellent communication and interpersonal skills
  • Organisation and time keeping skills
  • Demonstrable initiative and assertiveness
  • Professional approach to work environment
  • Ability to work to deadlines
  • Adaptable team player working with a small team covering a wide range of activities essential criteria required for the role

If you meet 80% or more of what we're looking for, please still apply. We understand not everyone will meet all the requirements, but you might have skills we didn't know we need.

One of the largest employee-owned companies in the world, Mott MacDonald is a multisector consultancy providing engineering, management, and development services on projects in 150 countries. With over 16,000 of the best people working on a diverse range of challenges, we're helping our clients deliver sustainable infrastructure and development solutions. We have a collegiate and collaborative culture which values equality and diversity, and we take proactive steps to create an inclusive workplace. Together, we are opening opportunities with connected thinking. If this sounds like somewhere you'd like to work, click apply to continue with your application.

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