Personal Assistant

7 months ago

London, United Kingdom Mace Full time

Personal Assistant

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:
Our values shape the way we consult, and define the people we want to join us on our journey:
Safety first - Going home safe and well:

- You will be a leading advocate of Mace's value of Safety First, and be accountable for leading and maintaining exceptional safety, quality, cost, programme, sustainability and project compliance standards.
- You will possess advanced technical expertise in local Health and Safety rules and regulations relevant to project portfolio.
- You will champion a diverse and inclusive working environment, and understand the importance of the wellbeing of the people you manage.

Client focus - Deliver on our promise:

- You will ensure the successful delivery of key assignments and defined business areas, providing strategic direction and monitoring delivery aligned with overall vision and objectives.
- You will be responsible for implementing appropriate programme delivery environments, including People, Organisation, Process, Information and Technology
- You will promote and influence quality and Service Excellence in all conversations and programme interactions.

Integrity - Always do the right thing:

- You will be responsible for project budgets and ensure operations are fiscally and ethically viable, and meet organisational and legislative compliance obligations.
- You will support the Operations Director and other senior stakeholders to directly influence long term development of strategy for a function or Business Unit (BU), creating a sustainable business future.
- You will commit to making a positive impact for our people, our clients, and our planet, and take ownership for holding others to account who do not uphold the Mace values.

Create opportunity - for our people to excel:

- You will lead your team effectively and develop others to reach their full potential.
- You will actively network, innovate, and seek understanding of best practice, utilising the full depth of knowledge of Mace Group, the Centres of Excellence, Mace Way Control Centre and Knowledge Hub.
- You will collaborate with multiple internal and external stakeholders, up to C-Suite, to implement and manage our programmes.

You'll be responsible for:

- Extensive Diary management - supporting the Project Director & IPT SLT to ensure they are prepared, and their time is scheduled and managed effectively. Managing all dairy-related planning and management including
- prioritisation, adapting to short-notice change quickly & efficiently, room bookings, meeting reminders, meeting packs, guest retrieval and room set up/catering as required.
- Developing and maintaining strong relationships with clients, Board Directors, and employees as well as their own Personal / Executive Assistant’s
- Arrangement of large external meetings and site visits, including meeting room facilitation, visitors pass, hospitality and PPE
- Onboarding of new starters and leavers, consulting with HR, IT, building services and ensuring a smooth transition for the new starters as well as prepping the line managers with all onboarding documents and checklists including right to work
- Communicating and cascading HR initiatives and other updates from the project / wider business.
- Completion and sign-off of project time sheets for Project Director
- Director approvals on Oracle - absences, expenses etc.
- Input of HSW Tours onto project systems, close out of actions on SLT’s behalf (Yellow Jacket)
- Expenses reconciliation for Project Director / IPT SLT
- Organising project comms sessions, team away days and social events.
- CRM input / updates for Project Director
- Booking transport and accommodation for SLT and wider project Teams - including flights, hotels & trains
- Arranging external social events - dinners, corporate away days and the like
- Production of agendas, meeting minutes, confidential reports and other corporate correspondence
- Monthly collation of slide pack for x 2 Senior HSW Client meetings, facilitating the meetings as well as note taking and issue of agendas/notes/trackers
- Implementing and maintaining procedures/office administrative systems.
- Overseeing Admin function on the project, including recruitment/interviewing of new starters plus line management of admin staff. Updating admin manual for the project with any new systems & processes
- Supporting HR Business Partner and project services teams with various tasks including handling of confidential data.

You'll need to have:

- Microsoft office systems - outlook, sha

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