EA Office Support - Project Coordinator

Job Description

The opportunityProject: 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, FMand 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 youWith 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

Keyskills :
oracleOrganisationadministrationExecutive AssistantcommunicationConstructionoffice managementStakeholder Managementproject managementli-hybridTransport

About Company

Since day one, we have relentlessly pursued a better way. Our purpose - to redefine the boundaries of ambition - is the reason we do it. We are global experts in shaping and making the built environment. We support clients at every stage of the property lifecycle, from development and consultancy to construction and operations. You can see our impact everywhere: from skylines that form cities around the world to the infrastructure that communities depend on to live, work and play. Together, it all works towards our vision: leading the way to a more connected, resilient and sustainable world. Today, we remain a privately owned business that has grown organically across five global hubs in Europe, Middle East and North Africa, the Americas, Sub Saharan Africa and Asia Pacific. The driving force behind our success is our people who, with their collective expertise, push us to think differently and bravely lead the way. Our culture respects equality, values diversity and encourages individuality - accepting and appreciating all views and beliefs and providing an environment for ideas to come alive. We welcome everyone who shares the Mace values, regardless of background, culture, disability, ethnicity, gender identity or sexual orientation. Drawing on a broad range of backgrounds, perspectives, experience and expertise to challenge convention is our strength. Its the reason why we continue to grow and its the secret to how weve built some of the worlds most renowned buildings. Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact inclusiverecruitment@macegroup.com to speak to a member of our team.You can read our diversity and inclusion strategy here .