Executive assistant

About the Role:
Are you organised, a natural communicator, and a trusted gatekeeper? We’re looking for a dynamic Executive Assistant to support our Middle East Unit General Manager and senior leadership team. This is more than a support role; it’s a chance to be at the heart of strategic decision-making, global collaboration, and high-level operations.

As the right hand to our General Unit Manager, you’ll play a pivotal role in keeping the business running smoothly. Your day-to-day will be varied, fast-paced, and impactful: 

• Calendar & Communication management: Own the GM’s schedule, inbox, and reminders, ensuring priorities are met and time is optimized. Coordinating complex schedules, liaise with the internal and external stakeholders, managing time, priorities, and communications, arranging internal and external meetings, ensuring all logistics (venues, agendas, materials) are in place  
• Internal communication support: Reviewing, proof reading, aligning according to MM brand and sending communications on behalf of the UGM. Manage the internal communication request on intranet and Sharepoint sites
• Global coordination: Organize regional and international travel, meetings, and events, from boardroom briefings to strategy workshops.
• Meeting mastery: Prepare agendas, take minutes, compile board packs, and ensure every meeting runs like clockwork.
• Travel & logistics: Handle everything from flights and hotels to visas and security approvals 
• Confidential correspondence: Draft professional communications and reports, manage sensitive information with discretion.
• Strategic planning: Help shape the annual rhythm of leadership meetings, 1:1s, and team check-ins.
• Event coordinator: Corporate and social events

Candidate Specifications:

• A degree in Business Administration or equivalent experience.
• Proven experience supporting senior executives in a fast-paced, international setting.
• Impeccable organizational and diary management skills.
• Excellent written and verbal communication, you are professional and persuasive.
• Strong business acumen and the ability to anticipate needs before they arise.
• Tech-savvy with Microsoft Office and internal systems (e.g., FiFi, e-forms).
• A discreet and trustworthy professional who handles confidential matters with care.

Our Purpose

Our purpose is to improve society by considering social outcomes in everything we do; relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.
 

Equality, Diversity and Inclusion

Equality, diversity and inclusion (EDI) is at the heart of our organisation. We are an equal opportunity employer and do not discriminate, rather take positive steps towards creating a diverse and inclusive working environment.

Flexible working
At Mott MacDonald, we support our staff to create work-life balance which works for them and welcome candidates looking for career flexibility. We are open to discussing flexible working at interview stage.

Our benefits package is designed to enhance your experience:

• 90 calendar days paid maternity leave
• Competitive annual leave
• An annual professional institution subscription
• Annual company performance bonus scheme – Subject to company performance