Personal Assistant

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities, and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site.

Within our consult business we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project.  

The Project:  

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site.   

Our values shape the way we consult, and define the people we want to join us on our journey, they are:

• Safety First - Going Home Safe and Well
• Client Focus - Deliver on Our Promise
• Integrity - Always Do the Right Thing
• Create Opportunity - For Our People to Excel

Your Responsibilities Will Include:

• Maintains complex and detailed management of multiple diaries across the America’s; coordinating and prioritising meetings, booking rooms, preparing documentation and coordinating travel.
• Manages incoming email and post, and action or respond on their behalf where directed.
• Maintains and assists with expenses and timesheets systems.
• Performs general clerical duties to include but not limited to entering data, filing, answering telephone calls, relaying messages, meeting and greeting guests.
• Prepares reports & documents internally and externally using Microsoft Office applications including Excel, Word, Outlook and PowerPoint.
• Manages the tracking of staff resources, creating new starter packs and verifying HR documentation, maintaining holiday and absence.   
• Deals with sensitive HR information.
• Produces, updates and collates documents as directed for reports and presentations.
• Itinerary planning - handling LATAM and international, travel and hotel arrangements, considering time zones where applicable.
• Ensures new contacts and leads are routinely recorded or updated.
• Organise team, sector and client event and communication sessions.
• Maintains accurate filing and archiving systems in accordance with QA procedures.
• Collates and prepares monthly SLT slides and report for the LATAM business unit director, including the timely preparation.
• Updates fortnightly client relationship management (CRM) information.
• Works collaboratively towards the common goal of net zero carbon transition and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.

You’ll Need to Have: 

• Fluency in English and Spanish
• Stakeholder management experience.
• Strong written and verbal communication skills.
• Time management skills.

You’ll also need:

• Be comfortable in a Matrix organisation.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organization. 

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