Personal Assistant

Mace
Dubai

144 days ago

The company

Mace is an international consultancy and construction company that has delivered world class projects since 1990. Today we employ over 5,000 people across five global hubs in Europe, Middle East North Africa and India, North America, Asia Pacific and Sub-Saharan Africa.

Mace Macro offers a complete facilities management service for companies anywhere in the world. Operating as a consultancy, managing agent or principal contractor, with a client base that includes global brands in over 30 countries.

Four simple values guide our behaviour in our pursuit of a better way; Safety first - no compromise, Client focus - deliver on our promise, Create opportunity - for our people to excel, Integrity - always doing the right thing. We aim to attract the best and brightest people, whatever their background, to bring new perspectives to some of the most challenging and inspiring projects around the world.

The opportunity

Be a part of our facilities management business that oversees work for leading organisations across the public and private sectors around the world.

Our MENA hub started in 1998 and has successfully operated in a wide range of countries, delivering project and programme management, facilities management and cost consultancy services.

The role

Personal Assistant (PA)

As a personal assistant you will work closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis.

Your responsibilities will include:
  • Managing multiple complex diaries and emails on behalf of individual(s).
  • Managing respond and liaise with stakeholders on behalf of individual(s).
  • Planning ahead, juggling multiple demands and minimising conflicting pressures.
  • Coordinating and facilitating specific meeting groups.
  • Ensuring meetings are planned, organised and accurate actions or minutes are recorded.
  • Producing highly accurate documents in line with templates and quality requirements e.g. presentations, minutes, reports and technical documents.
  • Taking telephone calls, screen and manage messages.
  • Maintaining filing system (update and distribute contractor information, upload project ratings or reports) and minimise non-conformances in line with document handling and management.
  • Organising events.
  • Providing accurate reconciliation of monthly expenses.
  • Administering customer relationship management activity.
  • Providing administration and people management support to the team.
  • Proving people management and project coordination for business unit 'personal assistant' and site secretaries.
  • Ensuring travel is organised and accurate itineraries issued support strategy, staff costs, organise workshops.
The requirements

Your experience, knowledge and skills need to include:
  • With 5-10 years in 'personal assistant' experience.
  • With at least 4 years’ experience as 'senior team administrator' preferably in multi- national company.
  • Good communicator and team player.
  • With high level of corporate and professional integrity.
  • Good people management skills.
  • Ability to accept change and work flexibly.
  • Good numeracy skills and experience of managing budgets.
  • Good management of 'health and safety environment'.
  • Negotiation skills and commercial acumen.
  • Fluent in written and spoken in english.
  • Good interpersonal skills – focuses on solving conflict not blaming others, remains open to other viewpoints and tries new things.
  • Good communication skills strong attention to detail organisation skills delivering at pace courage to challenge collaboration.
  • Persuading and influencing stakeholders problem solving.
  • Good Team work commercial acumen.
  • Good quality management - looks for ways to improve and promote quality solid expertise of executive 'personal assistant' principles.
The candidate would be at an advantage if they have:
  • Establish network within the facilities management industry.
  • Able to motivate and inspire others to perform.
Qualifications

The candidate must have:
  • A degree qualification in the relevant field is essential.
The candidate would be at an advantage if they have:
  • With solid expertise of executive 'personal assistant' principles.

“Mace is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for our people to excel.”