Overview
Position status: This opportunity is for a secured role that is due to commence in November subject to approval. If you would like to be considered as we progress with this position, please click to apply.
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.
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
This role is to provide dedicated professional support to the Legal Director and the legal team, ensuring the smooth running of business‑critical activities. The role combines executive assistance, corporate services administration, and secretarial support, requiring a high degree of discretion, professionalism, and personal effectiveness.
Responsibilities
* Proactive PA support to the Legal Director, including diary management, document preparation, travel arrangements, and expense processing.
* Prepare agendas, take minutes, and follow up on actions for meetings.
* Assist with presentations and reports for internal and client‑facing meetings.
* Liaise with senior decision makers and stakeholders across the business.
Insurance and Lease Administration
* Track and manage insurance renewals and lease documentation, liaising with internal stakeholders and external brokers. Knowledge of leases and/or insurance is not required.
* Maintain accurate records of policies, claims schedules, leases, and correspondence.
* Update databases and trackers, ensuring a high degree of accuracy.
* Produce charts and reports to support business operations and decision‑making.
Legal Team Support
* Maintain team trackers and distribution lists, support document management and administrative tasks related to governance, compliance, and regulatory filings.
* Coordinate meetings.
* Support onboarding of new starters, including IT setup and HR documentation.
* Assist with travel bookings, holiday tracking, and general clerical duties.
* Contribute to the preparation of internal and external presentations and reports.
Qualifications
* Strong organisational and communication skills.
* Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with web‑based applications and office management systems.
* Experience in administrative support roles, ideally within legal, insurance, or corporate environments.
* Ability to produce accurate reports, charts, and maintain databases.
* Familiarity with insurance processes, lease administration, or legal/cosec administration.
* Experience in a professional service or construction‑related environment.
Personal Attributes
* Professional, discreet, and trustworthy.
* Collaborative approach, able to build lasting relationships with stakeholders and work effectively as part of a busy team.
* Proactive, adaptable, and able to work independently and as part of a team.
Drawing on a broad range of backgrounds, perspectives, experience and expertise to challenge convention is our strength. It’s the reason why we continue to grow and it’s the secret to how we’ve built some of the world’s most renowned buildings. At Mace, we welcome everyone who shares the Mace values, regardless of background, culture, disability, ethnicity, gender or sexual orientation. We’re committed to supporting veterans and reservists as we welcome our ex‑military community, and care‑experienced individuals.
Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.
We are also open to discussing part time, flexible, and hybrid working options if suitable within the role.
Please remember the Employee Referral Scheme and if there are any talented people you can recommend, just click the button and use the ‘Refer a friend’ feature found within the relevant job.
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