Executive Assistant

Administration Full Time

Website Mace Group

At Mace, we see every challenge as an opportunity to dream bigger and bring our ambitions to life. We believe our only limits are the ones we give ourselves. Since day one we have relentlessly pursued a better way. We were founded out of a belief that the industry could be more efficient, innovative and responsible and over the last 31 years Mace has built a reputation and track record for delivering projects faster, safer and better than ever before.

Executive Assistant

The project:

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

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

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: 

  • 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.

To apply for this job please visit careers.macegroup.com.

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