Executive Assistant

Position status: This opportunity is for a bid, so it is not yet a secured role. If you would like to be considered as we progress with this position, please click to apply.

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities, and societies across the globe. To learn more about our purpose, culture and priorities, visit our strategy site.

Within our consult business, we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential of every project.

The project:

This is an opportunity to work on Building and Infra projects.

Our values shape the way we consult, and define the people we want to join us on our journey:  

Safety first - Going home safe and well.
Client focus - Deliver on our promise.
Integrity - Always do the right thing.
Create opportunity - For our people to excel.

You’ll be responsible for: 

• Maintains complex and detailed management of one or multiple diaries. 

  
  

• Coordinating and prioritising meetings, booking rooms, preparing documentation and coordinating travel.

  
  

• Deals with incoming email and post, and action or respond on their behalf where directed.

  
  

• Maintains and assist with expenses and timesheets systems.

  
  

• Performs general clerical duties to include but not limited to entering data, filing, answering telephone calls, relaying messages, meeting and greeting guests.

  
  

• Updates monthly Pipeline Report and updating bid/no bid documents.

  
  

• Prepares reports & documents internally and externally using Microsoft Office applications including Excel, Word, Outlook and PowerPoint.

  
  

• Tracks staff resources, creates new starter packs and verifies HR documentation, maintaining holiday and absence.

  
  

• Deals with sensitive HR information.

  
  

• Champions Roles for InfoSec, CITB etc.

  
  

• Provides an over-arching Project Coordinator role providing mentoring and support to the wider admin teams and working closely with senior management. 

  
  

• Potential line management responsibilities.

  
  

• Organises team, sector or client events.

  
  

• Updates training matrix, CSCS, OEI tours, Yellow Jacket etc.

  
  

• Produces, updates and collates documents as directed for reports and presentations.

  
  

• Prepares agenda, co-ordinate apologies and responses, make appropriate room and catering arrangements / run through and set up the tech in the meeting room.

  
  

• Maintains accurate filing and archiving systems in accordance with QA procedures.

  
  

• Updates fortnightly Client Relationship Management (CRM) information on BMS.

  
  

• Collates and prepares the Monthly Performance Review (MPR) report for the Business Unit/Sector, including the timely preparation and issue of hard copies.

  
  

• Develops effective working relationships with both internal and external stakeholders.

  
  

• Manages stakeholders.

  
  

• Ensures new contacts and leads are routinely recorded or updated.

  
  

• Responsible for Itinerary planning - handling UK, and occasionally international, travel and hotel arrangements, considering time zones where applicable.

  
  

• Works collaboratively towards the common goal of net zero carbon transition, and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.

  
  

You’ll need to have: 

• Experience working in the United Arab Emirates is essential for client approval. 

  
  

• Expert level experience of IT skills covering Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.

  
  

• Experience using Office 365 Applications and Apple Devices.

  
  

• Advanced writing and proof-reading skills with attention to spelling and grammar.

  
  

• Advanced typing skills/ability.

  
  

You’ll also have:

• Good understanding of the UAE supply chain.

  
  

• Extensive experience in UAE.

  
  

• Ideally experience in infra, design, manufacture, and construction.

  
  

• Experience in web-based applications/ software is desirable.

  
  

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role. 

Please remember the Employee Referral Scheme and if there are any talented people you can recommend, just click the button and use the ‘Refer a friend’ feature found within the relevant job.