Overview
Senior Personal Assistant at Mace. Based in Moorgate, 3 days a week.
Responsibilities
* 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 assisting with expenses and timesheets systems.
* Performing general clerical duties including data entry, filing, answering calls, relaying messages, and greeting guests.
* Updating monthly pipeline reports and updating bid/no bid documents.
* Preparing reports and documents 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 overarching Project Coordinator role, mentoring and supporting 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, updating and collating documents for reports and presentations.
* Preparing agendas, coordinating apologies and responses, arranging room setup, catering and tech in meeting rooms.
* 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 timely preparation and distribution of hard copies.
* Working with team members to deliver operational aspects of team or regional strategy.
* Developing working relationships with internal stakeholders and ensuring new contacts and leaders are routinely recorded or updated.
* Itinerary planning - UK and occasionally international travel and hotel arrangements, considering time zones where applicable.
* Collaborating towards the goal of net zero carbon transition and managing related emissions reductions during delivery of work.
You’ll Need To Have
* Demonstrated IT skills covering Microsoft Office applications (Excel, Word, Outlook and PowerPoint).
* Experience using Office 365 applications and Apple devices.
* Writing and proofreading skills with attention to spelling and grammar.
* Demonstrated typing skills and accuracy.
* Senior-level stakeholder management.
* Strong written and verbal communication skills.
* Time management and organizational skills.
* Influencing skills.
* Experience with 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. If you do not fulfil all criteria you may still be the best candidate for this role or another role within our organisation.
We are open to discussing part-time, flexible, and hybrid working options if suitable within the role.
Seniority level
* Not Applicable
Employment type
* Full-time
Job function
* Administrative
Industries
* Construction
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