Mace is an international consultancy and construction company that has delivered world class projects since 1990. Today we employ over 5,000 people across five global hubs in Europe, Middle East North Africa and India, North America, Asia Pacific and Sub-Saharan Africa.
Four simple values guide our behaviour in our pursuit of a better way; Safety first - no compromise, Client focus - deliver on our promise, Create opportunity -
for our people to excel, Integrity - always doing the right thing. We aim to attract the best and brightest people, whatever their background, to bring new perspectives to some of the most challenging and inspiring projects around the world.
We support our people who are aiming to achieve an academic or professional qualification that will help them develop personally and deliver to the highest standard for our clients.
At Mace you can deepen your knowledge, expand your skills and define your own path.
Be a part of our group services team who provide support to all businesses across our five global hubs, based in our corporate head office in London.
PA and Team Administrator
The personal assistant (PA) and team administrator role is a fast-paced, dynamic and challenging role supporting a busy director and team.
You will be responsible for full diary management, as well as expenses, correspondence, general admin and data entry for the director as well as supporting the senior management team (SMT).
In addition to this, you will maintain a number of core support functions for the smooth and efficient running of the department.
The role covers aspects of budgeting, HR-related processes, IT related orders and processes, customer relationship management, supplier liaison and general office management as required.
You will also be responsible for project management and / or coordination of special projects as and when required.
This is a temporary / contractual role only that requires being a full time.
Your responsibilities will include :
Managing all enquiries on behalf of the director including delegation, decision making and drafting responses - including phone, email, correspondence and face to face.
Overseeing, managing and redirecting incoming enquiries via web, post and phone to represent the company.
Collating and researching proposals and reports for the director of as required.
Managing all diary-related planning and management for the director of including prioritisation, room bookings, daily briefing packs, meeting reminders, guest retrieval and room set up / catering as required.
Organising regular team meetings which includes supporting the creation of an interesting and relevant agenda.
Organising team building days and social events for the team as required.
Induction of new starters and leavers processes, liaising with HR, IT and building services and ensuring a smooth transition for the department’s people.
Administering travel budgeting and control.
Scheduling department’s core meeting.
Managing and reporting absences.
Booking hotel and travel for the director and ensuring the correct approvals are achieved in advance and in accordance with budget allocations.
Supporting the director of and the SMT to ensure they are prepared, protected and managing their time effectively.
Making decisions on behalf of the director in relation to diary requests and enquiries.
Overseeing the purchasing, stock control, company / marketing data requests and enquiries on behalf of the team.
Overseeing and managing expenses for the director and the senior management team.
Assisting the team with pulling together bid documents, reports, organograms, etc.
Creating prospect numbers and tracking the progress of bids along with up to date financial phasing and timescales and the upcoming opportunities for the sector.
Providing support for monthly, quarterly and annual analysis of resource allocation.
Working with senior management on project management and resourcing tools including change projects and training new and existing staff.
Managing and / or coordinating special projects as and when required.
Performing general administration duties.
Your experience, knowledge and skills need to include :
Minimum 3 years’ experience as a PA at director level.
Work experience in an office administration environment.
Experience in using Oracle would be advantageous.
An understanding or interest of professional service and / or the building / property industry is preferred.
A proven understanding of project management techniques.
Very high standard of written and spoken English.
Proficiency in use of MS Office and other editing software.
Good proof reading skills i.e. editing copy to correct grammar, spelling and punctuation and to house style.
Creative thinker who communicates ideas clearly.
Ability in setting priorities that accurately reflects the relative importance of job responsibilities.
A team player who can motivate others.
Great interpersonal skills.
A minimum good standard of education - GCSE’s with grades A-C and subjects must include English and Maths is essential.
A degree qualification in information technology, business management or other related field is an advantage.
Professional memberships of relevant body is an advantage but is not essential.
Mace is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for our people to excel.