Lead Personal Assistant

3 months ago

Newbury, United Kingdom Mace 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.

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

The successful applicant will report to the Programme Director and support multiple senior staff across the programme. Working alongside the Senior Leadership Team in the development and ongoing management of their appointment schedules and dealing with secretarial, administrative and office management tasks, as well as providing a wider business support activities working alongside HR, IT and Security.

You’ll be responsible for:

- Maintain complex and detailed management of multiple diaries; coordinating and prioritising meetings, booking rooms, and preparing documentation.
- Itinerary planning, travel bookings and hotel arrangements.
- Maintain and assist with expenses and timesheet systems.
- Perform general clerical duties to include but not limited to entering data, filing, answering telephone calls, relaying messages, meeting and greeting guests.
- Take meeting minutes and chase actions for the Programme Director and senior team
- Ordering materials and systems and approvals with suppliers.
- Be part of the rota for opening and closing the office, and also be a designated First Aider and Fire Marshall for the office.
- Coordinate site visits for both client and programme staff.
- Organise team, or wider programme events which may involve external venues.
- Produce, update, and collate documents as directed for reports and presentations.
- Prepare agendas, co-ordinate apologies and responses, make appropriate room and catering arrangements and set up the tech in meeting rooms.
- Keep accurate filing and archiving systems in accordance with QA procedures.
- Carry out any other duties appropriate for this post.

You’ll need to have:

- Relevant work experience in an office administration environment as an Executive Assistant / PA supporting multiple senior level Directors.
- High level of experience in Microsoft Office, Adobe software, SharePoint, Oracle & PowerBI.
- Excellent knowledge of systems, software, and hardware for facilitating meetings.
- Excellent communicator written and verbal and comfortable communicating at all levels of the business.
- Able to collate information and summarise/write reports.
- Strong project and time management, prioritising workload with the ability to multitask.
- Experience working in a fast-moving project environment essential.

You’ll also have:

- To be self-motivated.
- To be confident and articulate in all communications.
- To be organised.
- To be resilient.
- Works well as part of team and working on own.
- Excellent attention to detail.
- High levels of flexibility and adaptability.
- Willingness to travel.

We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role.
LI-Onsite

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