Executive Assistant- Rail Division

Do you want to work for a company whose purpose is to improve society by considering social outcomes, and to transform businesses, communities, and opportunities for it’s employees? Mott MacDonald is a global consultancy whose people do exactly that.

As Executive Assistant for the Rail Division

Mott MacDonald’s Rail Divisional General Manager and Executive team are looking for an Executive Assistant that can support both the Divisional General Manager but also the wider Divisional Leadership Team.
Typical duties include, but not limited to:

- Handling an extensive range of administrative functions for the Divisional General Manager (DGM) and the Senior Leadership team (SLT) including diary management
- Inbox management for the DGM
- Effective management of online files/SharePoint site for leadership team
- Expense and timesheet management for the DGM and the SLT
- Management and organisation of internal meetings including Board meetings, Promotion and Appointment meetings and Divisional team meetings
- Attend Divisional meetings (as required) and oversee the capture and completion of actions arising
- Editing, collating and distribution of agenda/briefing papers for meetings
- Planning and booking of international / national travel arrangements, including liaising with local MM offices for scheduling of local meetings and events
- Planning of internal events, webinars and workshops
- Preparing proposals, presentations, and documentation for the Divisional General Manager and his SLT
- Collaboration with the MM Regional and Group team of EAs, Finance, Communications, People, Facilities, and other support functions within the company to ensure smooth running of all processes in relation to the Divisional General Manager
- Providing additional support where needs be to the wider team or Unit
- Demonstrate a high level of competency with the varied software packages and document control systems used within Mott MacDonald (Microsoft Office, STEP, Connect Business)
- Operating in line with Group Travel Procedures as well as Travel and Security Guidance when providing assistance with arrangement of travel, visas, accommodation and other logistics, and lead by example
- Work with the communications team to support divisional and unit communications plans

To be successful in this role it is essential that you have:

- Ability to work independently and remotely from line manager when required
- Relevant experience in a role that incorporates the major components of the duties and responsibilities noted above
- Proficiency with Microsoft Office 365, including, Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, etc.
- Excellent communication and interpersonal skills
- Organisation and time keeping skills
- Demonstrable initiative and assertiveness
- Professional approach to work environment
- Ability to independently develop and implement activities within overall tasks allocated
- Ability to work to deadlines
- Adaptable team player working with a small team covering a wide range of activities

The job role will be flexible full-time or part time (min 20 hrs per week) and location within travelling distance of a MM office.

What in your view are the key skills required of this role and with reference to your experience, describe why you believe you have the necessary skills and qualities to undertake this role?

If you meet 80% or more of what we’re looking for, please still apply. We understand not everyone will meet all the requirements, but you might have skills we didn’t know we need.

**Job Profile**

**About the business unit**
We help conceive, drive, and implement transport solutions for cities, regions, and asset owners/operators around the globe. From preparing the business case and advising on related issues - such as revenue, procurement, and environmental legislation - to delivering the completed infrastructure and helping maintain it. Our planning, engineering, environmental and management skills cover the whole project cycle. We play a major role in developing and delivering the Global Transport Sector Strategy.**
How to apply**

Mott MacDonald is Work180 accredited - which means we actively support and encourage women to join our work force

Benefits we offer:

- Pension matched up to 7%
- Life insurance
- An annual professional institution subscription
- Continuous development opportunities - because we want you to thrive
- Agile/flexible working - because life isn’t 9-5
- Enhanced parental leave; shared parental leave policies - for parents and care givers
- Annual company performance bonus scheme - Subject to company performance
- Flexible benefits that suit you, including cycle to work & interest free season ticket loans.
- The opportunity to make a difference; learn more about our social outcomes

**Other Information**

**Equality, diversity and inclusion**
We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and p