Regional Executive Assistant

At Mott MacDonald, we trust our brilliant people to do brilliant things in engineering, management, and development services, supporting multisector project work in over 150 countries. As one of the largest employee-owned companies in the world, we pride ourselves on our ability to deliver exceptional outcomes through our network of 20,000+ talented consultants. With sustainability and innovation at the heart of all our sectors in North America, including, Buildings, Energy, Transportation, and Water.

We believe in empowering our people to excel, learn, and grow, offering diverse opportunities to contribute to career-defining work. Join us and be part of a collaborative environment where your ambitions are united with ours, and you can truly shape your story.

We are seeking a highly organized and proactive individual to join our team as an Executive Assistant. In this role, you will be responsible for managing a wide range of administrative responsibilities to support our Regional General Manager and the wider Regional Executive Leadership team. Your ability to handle complex calendar management, coordinate large-scale meetings, and manage sensitive information will be crucial to ensuring the smooth operation of our regional team. If you thrive in a dynamic environment and have a passion for delivering exceptional administrative support, we want to hear from you.

Typical duties include, but are not limited to:

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  Manage administrative functions, including complex calendar management across time zones.

  
  

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  Oversee inbox for the Regional General Manager.

  
  

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  Manage online files/SharePoint site for the Region.

  
  

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  Edit, collate, and distribute briefing papers for board meetings.

  
  

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  Prepare presentations, documentation, and email responses.

  
  

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  Organize large-scale meetings, including Regional Board meetings.

  
  

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  Arrange internal meetings, lunches, dinners, and office events.

  
  

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  Plan events and workshops, including client lunches and dinners.

  
  

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  Book international/national travel, consulting with local and global MM offices. Follow Group Travel Procedures and Travel and Security Guidance for travel, visas, accommodation, and logistics.

  
  

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  Access and compile management information from Group systems.

  
  

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  Collaborate with Regional and Group teams (EAs, Finance, Communications, People, Facilities) to ensure smooth processes.

  
  

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  Provide additional support to the Regional Executive Leadership team.

  
  

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  Demonstrate competency with Mott MacDonald's software packages and document control systems (Microsoft Office, STEP, Deltek Maconomy).

  
  

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  Attend internal meetings and execute minutes and key actions, including travel when appropriate.

  
  

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  Manage and maintain sensitive and confidential information.

  
  

We welcome applications from candidates with the following experience:

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  The ability to work independently and remotely from the line manager when required.

  
  

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  Relevant and extensive experience in an Executive Assistant role that incorporates the major components of the duties and responsibilities noted above.

  
  

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  Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive, etc.

  
  

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  Excellent communication and interpersonal skills.

  
  

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  Organization and time-keeping skills.

  
  

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  Demonstrable initiative and assertiveness.

  
  

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  Professional approach to the work environment.

  
  

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  Ability to independently develop and implement activities within overall tasks allocated.

  
  

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  Ability to work to deadlines.

  
  

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  Adaptable team player working with a small team covering a wide range of activities.

  
  

Let's discuss how we can help you take the next step in your career and how you can participate in an exciting new chapter for Mott MacDonald in North America.

Equal opportunity is the law.

We seek to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, creed, marital status, sexual orientation, gender identity, citizenship status or disability status.

Hybrid working policy

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.