Divisional Executive Assistant

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 it’s 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. 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, primarily based in our Croydon office.

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.

Job Profile

About the business unit
We help conceive, drive, and implement transport solutions for cities, regions, and asset owners/operators around the globe. From preparing the business case and advising on related issues - such as revenue, procurement, and environmental legislation - to delivering the completed infrastructure and helping maintain it. Our planning, engineering, environmental and management skills cover the whole project cycle. We play a major role in developing and delivering the Global Transport Sector Strategy.

How to apply
To apply for this role, please complete our 15-minute application via our website. Our talent acquisition coordinators aim to provide feedback within 5 working days with the outcome of your application. More information about our application process can be found here. If you have any questions regarding your application or the role, please reach out to the dedicated recruiter listed who will be more than happy to help.

Mott MacDonald is Work180 accredited – which means we actively support and encourage women to join our work force!

Benefits we offer:

• 
  Pension matched up to 7%
  
• Life insurance
• An annual professional institution subscription
  
• Continuous development opportunities – because we want you to thrive
• Agile/flexible working – because life isn’t 9-5
• Enhanced parental leave; shared parental leave policies – for parents and care givers
• Annual company performance bonus scheme – Subject to company performance
• Flexible benefits that suit you, including cycle to work & interest free season ticket loans .
• The opportunity to make a difference; learn more about our social outcomes
  

Other Information

Equality, diversity and inclusion
We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

If you have a disability and would prefer to apply in a different format or would like us to make reasonable adjustments to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can assist.

Agile working
At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.

More about Mott MacDonald
We’re a global engineering, management and development consultancy.
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.
A fundamental part of this is respecting each person’s differences and striving to meet their needs.
Our values: progress, respect, integrity, drive, excellence