Senior Personal Assistant bei Mace Consultancy (Europe) Limited

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

BASED in 155 Moorgate 3 days a week.

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

• 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

This role would suit someone who can work in fast paced environment providing PA/diary management but also project management, stakeholder management and team management support on complex projects. You will need to be agile and customer focussed and used to dealing with global teams. To be considered for this role you must be willing to come into the Moorgate office 3 days a week.

You’ll be responsible for:

• Maintaining complex and detailed management of one or multiple diaries; coordinating and prioritising meetings, booking rooms, preparing documentation and coordinating travel.
• Dealing with incoming email and post, and action or respond on their behalf where directed.
• Maintaining and assists with expenses and time sheets systems.
• Performing general clerical duties to include but not limited to entering data, filing, answering telephone calls, relaying messages, meeting and greeting guests.
• Updating monthly pipeline report and updating bid/no bid documents.
• Preparing reports and documents internally and externally using Microsoft Office applications including Excel, Word, Outlook and PowerPoint.
• Tracking staff resources, creating new starter packs and verifying HR documentation, maintaining holiday and absence.
• Providing an over-arching Project Coordinator role providing mentoring and support to the wider admin teams and working closely with senior management.
• Coordinating activities, organising team, sector or client events.
• Updating training matrix, CSCS, OEI tours, Yellow Jacket etc.
• Producing, updates and collates documents as directed for reports and presentations.
• Preparing an agenda, co-ordinate apologies and responses, making appropriate room and catering arrangements/run through and set up the tech in the meeting room.
• Maintaining accurate filing and archiving systems in accordance with QA procedures.
• Updating fortnightly client relationship management (CRM) information on BMS.
• Collating and preparing the monthly performance review (MPR) report for the business unit/sector, including the timely preparation and issue of hard copies.
• Working with team members providing operational delivery of team/regional strategy etc.
• Developing working relationships with (range of) internal stakeholders.
• Ensuring new contacts and leaders are routinely recorded or updated.
• Responsible for Itinerary planning - handling UK, and occasionally international, travel and hotel arrangements, taking into account time zones where applicable.
• Working collaboratively towards the common goal of net zero carbon transition and sharing responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.

You’ll need to have:

• Demonstrated experience of IT skills covering Microsoft office applications including Excel, Word, Outlook and PowerPoint.
• Experience using Office 365 Applications and Apple devices.
• Writing and proof-reading skills with attention to spelling and grammar.
• Demonstrated typing skills/ability.
• Stakeholder management at senior level.
• Strong written and verbal communication skills.
• Time management skills.
• Influencing skills.
• Experience of web-based applications/software.
  Experience with InDesign.
• Experience in the construction industry.
• Comfortable in a Matrix organisation.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of 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.

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