Managing Director Assistant - (Glasgow, UK)
Apply for the Managing Director Assistant role at Burns & McDonnell.
Description
The Assistant will work closely with the Senior Managing Director for UK Operations, providing experienced administrative and strategic support to strengthen clarity, coordination, and follow-through across the region. This role calls for sound judgment, initiative, and strong organizational awareness — someone who can anticipate needs, manage priorities, and represent the SMD with professionalism and discretion.
* Provide high-level administrative and strategic support to the Senior Managing Director for the UKO region, supporting smooth operations, effective communication, and alignment with organizational priorities.
* Demonstrate good judgment and initiative in managing priorities and supporting progress in a fast‑paced environment.
* Anticipate, gather, compile, verify, and analyze information to prepare documents such as memos, letters, reports, and presentations with accuracy and discretion.
* Coordinate with Office Administrators across the UKO region to effectively drive MD initiatives.
* Identify and recommend opportunities to enhance administrative and communication processes for improved efficiency.
* Assemble and analyze information involving business plans and financial reports, resulting in accurate and timely submissions.
* Monitor, review, and approve standard expenditures to ensure departmental activities are conducted within established budgets.
* Provide complex screening, fielding, and prioritizing of inbound communications via telephone, mail, and e‑mail to resolve critical issues promptly.
* Prepare a variety of communications including emails, meeting agendas, and meeting minutes.
* Manage (and sometimes create) internal communication from the Senior Managing Director to the UKO region.
* Facilitate smooth communication between internal executives and clients, board members, government officials, media, and employees.
* Exercise sound judgment and discretion in handling sensitive and confidential information.
* Act as Notary Public and notarize various documents.
* Maintain the security and confidentiality of calendars, files, and records.
* Facilitate document approvals and processing, including invoices, contracts, and other confidential documents.
* Proactively manage and prioritize schedules, appointment requests, and a high volume of calendar meetings and events. Manage logistics of large group events.
* Coordinate and anticipate travel arrangements, preparing detailed itineraries.
* Coordinate catering, conference rooms, and other logistics necessary for effective meetings.
* Arrange conference calls and related conference‑room set‑up, coordinating with IT/Office Administrators to ensure A/V equipment is functional.
* Assist MD/GM with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
* Provide cross‑training and performance feedback to entry‑level administrative staff.
* Coordinate related complaints (operational resources, workstations, space assignments, supplies) and follow up to ensure resolution.
* All other duties as assigned.
Qualifications
* High School Diploma (GCSEs) — required.
* Applicable office/clerical experience — preferred.
* Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint — required.
* Ability to work independently; demonstrating accuracy, reliability, and problem‑solving skills.
* Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
* Demonstrated ability to communicate professionally and effectively with all levels within an organization and with external stakeholders (clients, vendors, business partners, community leaders).
This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.
Job Details
Job: Administrative/Office Support
Primary location: GB-Glasgow, UK-Glasgow
Schedule: Full‑time
Travel: Yes, 10 % of the time
Req ID: 254430
Job Hire Type: Experienced #UKO N/A
Seniority level: Not Applicable
Employment type: Full‑time
Job function: Administrative
Industries: Construction
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