Executive Assistant

Typical duties, but not limited to:

• Manage and support Unit-level strategic projects, co-ordination inputs from across the Unit leadership team and wider business;
• Access and compile management information from the Group management systems.
• Monitor and report progress against Unit KPIs and help compile high quality monthly management reports;
• Help balance/prioritise the Unit General Manager’s time across a wide ranging of conflicting demands;
• Attend Unit meetings and oversee the capture and completion of actions arising;
• Handling an extensive range of administrative functions ranging from diary management, inbox management, expense and timesheet management and data entry to management of ad hoc requests.
• Management and organisation of large-scale meetings including Board meetings taking place in the UK and overseas, twice a year.
• Planning and booking of international / national travel arrangements, including liaising with local MM offices globally for scheduling of local meetings and events.
• Planning of events and workshops.
• Editing, collating and distribution of briefing papers for Unit Board meetings.
• Preparing proposals, presentations and documentation.
• Writing of correspondence on behalf of the executives where necessary and distribution to necessary recipients.
• Recording, transcribing and distribution of meeting minutes in which the executives chair.
• Being the first point of contact for the executives and maintaining productive relationships with top clients, internal colleagues, suppliers, and contractors, effectively representing the executives in a wide range of important meetings / communications and doing so with the business needs at front of mind.
• Collaboration with the MM team of E/PAs, Finance, Communications, People, Facilities and other support functions within the company to ensure smooth running of all processes in relation to the executives.
• Providing additional support where needs be to the wider group.
• Handle sensitive documents and information including digital files with the utmost confidentiality in line with our Group GDPR procedures.
• Demonstrate a high level of competency with the varied software packages and document control systems used within Mott MacDonald (Microsoft Office, STEP, Connect Business)

Operating in line with Group Travel Procedures as well as Travel and Security Guidance when providing assistance with arrangement of travel, visas, accommodation and other logistics, and lead by example

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
• Relevant experience in a role that incorporates the major components of the duties and responsibilities noted below.
• Proficiency with Microsoft Office 365, including, Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, etc.

It is essential that you have:

• Excellent communication and interpersonal skills
• Organisation and time keeping skills
• Demonstrable initiative and assertiveness
• Professional approach to work environment
• High-level ability to prioritise and organise multiple tasks
• Ability to independently develop and implement activities within overall tasks allocated
• Ability to work to deadlines
• Adaptable team player working with a small team covering a wide range of activities
• Confidentiality and discretion with sensitive information
• Ability to create and deliver high quality management outputs and reports.

Job Profile

The International Development Services Unit (“IDS”) is a dynamic global business operating in developing countries to alleviate poverty, establish good governance, and increase access, capacity and resilience in healthcare, education, water, sanitation, transportation, infrastructure and renewable energy – while safeguarding the environment and promoting human rights and gender equity. It has key operational bases in London, Cambridge, Croydon (UK), Arnhem (NL) and Washington DC (USA) as well project offices across Africa and Asia.

This EA role will support delivery of the Unit’s Business Plan and fulfilling its mission, primarily through enhancing the effectiveness of the leadership team in executing their roles. Directly reporting into the Unit General Manager, the role will be to manage/ support strategic projects, coordinate Unit leadership team activities, and provide direct support to the Unit MD including diary, inbox and admin management, travel, visas, accommodation and expenses and related matters.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to Unit operations, often being the first point of contact for clients and Group management. Short term travel in the UK and internationally may be required to fulfil the role.

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.

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