The opportunity
Project: This is an opportunity to work on one of the largest programmes in
Saudi Arabia. This unique project consists of major mixed-use development
including sports facilities, entertainment, and arts along with all associated
infrastructure. Mace is one of the delivery partners requiring high-calibre
and experienced professionals to lead integrated teams throughout each phase
of the project.
The candidate is an experienced, reliable and task-focused executive
assistant. The role will work directly with the project team and will be
responsible for performing a number of administrative duties. The ideal
candidate is highly self-motivated, professional, and capable of managing
their workload and prioritising tasks in a fast-paced project environment.
Your responsibilities will include:
* Providing extensive and efficient email correspondence.
* Gatekeeping and monitoring inboxes for urgent messages.
* Managing diaries - supporting the leadership team to ensure they are prepared, and their time is scheduled and managed effectively. Managing all diary-related planning and management including prioritisation, room bookings, meeting reminders, guest retrieval and room set up/catering as required.
* Planning and scheduling - diary support to the leadership team - bookings in 121s, team meetings and annual appraisals to ensure effective team engagement.
* Processing the new starters and leavers, liaising with HR, IT, building services and ensuring a smooth transition for the new starter as well as prepping the line managers with all onboarding documents and checklists.
* Communicating and cascading HR initiatives and other updates from the business.
* Managing the Oracle timecard and absence reporting.
* Organising the department comms programme, team away days and social events.
* Supporting with raising and processing purchase orders.
* Supporting wider team - being the facilitator between the department and other central services such as HR, Marcomms, FM and IT.
* Providing regular and positive communication with the project team.
* Providing CRM input.
* Processing of expenses and documents with approval.
* Booking transport and accommodation.
* Arranging social events for both clients and the team.
* Taking minutes of the meeting, preparing letters, presentations and reports.
* Implementing and maintaining procedures/office administrative systems.
* Overseeing compliance checks.
About you
With a relevant degree qualification, you will take personal development
seriously and be chartered or pursuing a similar level of professional
qualification.
You are digitally savvy, can build lasting client relationships and lead
strong, motivated teams. You will have experience working in project
management or construction background and be hungry to grow your career and
enjoy the opportunities Mace has to offer.

LI-Hybrid