Personal Assistant

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Sector: Construction and Building Services
Role: Assistant
Contract Type: Permanent
Hours: Full Time

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

The project:

This is an opportunity to work with a professional team in UAE.

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.

• Providing administrative support for a director(s) and their senior team.
• Carries out secretarial and administrative tasks.
• Maintaining complex and detailed management of one or multiple diaries; coordinating and prioritising meetings, booking rooms, preparing documentation and coordinating travel.
• Managing incoming email and post, and action or respond on their behalf where directed.
• Maintaining and assisting with expenses and timesheets systems.
• Performing general clerical duties to include data entry, filing, answering telephone calls, relaying messages, meeting and greeting guests.
• Updating monthly pipeline report and updating bid/no bid documents.
• Managing the tracking of staff resources, creating new starter packs and verifying HR documentation, maintaining holiday and absence.
• Dealing with sensitive HR information.
• Champion roles for InfoSec, CITB etc.
• Providing mentoring and support to the wider admin teams, working closely with senior management.
• May perform line management responsibilities.
• Organising team, sector and client events.
• Updating H&S training matrix, CSCS, OEI tours, Yellow Jacket etc.
• Producing, updating and collating documents as directed for reports and presentations.
• Preparing agendas, coordinating apologies and responses, making appropriate room and catering arrangements, running through and setting 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 monthly performance review (MPR) report for the business unit/sector, including the timely preparation and issue of hard copies.
• Providing informal guidance to more junior roles.
• 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.
• Ensuring new contacts and leads are routinely recorded or updated.

• Experience working in the United Arab Emirates is essential for client approval.
• Demonstrated experience of IT skills covering Microsoft Office applications including Excel, Word, Outlook and PowerPoint.
• Writing and proof-reading skills with attention to spelling and grammar.

• Proven relevant experience in a PA capacity.
• Proven experience managing multiple diaries.
• Stakeholder management experience.
• Strong written and verbal communication skills.
• Time management skills.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfill all the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.