Executive Assistant to Group Executive Board Director
Location/s: London, UK
Recruiter contact: Alice Roostan
Mott MacDonald is a global engineering, management, and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices.
We work across incredible global industries, delivering exciting work that is defining our future and making an important societal impact in the communities we serve. Our people power our performance – we succeed when they do. With countless opportunities to collaborate, learn, and grow, the possibilities for excellence are as varied as every individual.
Whether you want to grow as a subject matter expert or broaden your experience with roles across our international community, you’re surrounded by global specialists who want to combine their expertise and champion you to be your best. As a proudly employee-owned business, we benefit our clients, our communities, and each other, investing in creating the right space for everyone to feel empowered, included, and valued. Whatever your ambition, Mott MacDonald is where people come to be brilliant.
Join a global, employee-owned organisation as the trusted Executive Assistant to a Group Executive Board Director. This is a pivotal role requiring exceptional organisational skills, sound judgement, and the ability to operate effectively across a dynamic, multi-time zone environment.
- Executive Support
- Act as a strategic partner for the Group Executive Board Director by managing a complex, multi-time zone diary, safeguarding priorities, and ensuring engagements with senior stakeholders are thoroughly prepared
- Provide proactive, end-to-end executive support, anticipating requirements, and enabling efficient decision-making across governance activities
- Information Management
- Handle sensitive information with discretion, overseeing the Director’s inbox and managing critical communications
- Governance Coordination
- Provide full secretariat support for key meetings, including the preparation and distribution of briefing papers for Board and Committee meetings, minute-taking and tracking actions to ensure accuracy, clarity and timely follow-up
- Reporting & Presentations
- Produce high-quality presentations and reports that align with strategic objectives and support informed decision-making
- Cross-Functional Collaboration
- Work collaboratively with senior stakeholders across the organisation to ensure alignment, accuracy, and consistency of information that supports effective reporting and decision‑making
- Digital Platform Management
- Maintain and optimise digital platforms, including the Group Board SharePoint site, ensuring content is accurate, accessible and up to date
- Travel Coordination
- Arrange complex international and domestic travel, including visas, accommodation, and itineraries, in line with Group Travel & Security Guidance
- Relationship Building
- Build strong, collaborative relationships across the organisation — including Regional and Group EAs, Communications, People, Finance, and other central teams — to support seamless coordination and delivery
- Develop and maintain effective professional relationships with external stakeholders such as external audit teams, pension advisors, banks, and other key financial partners
- Board Support
- Provide additional support to the wider Group Board and Group Executive Assistants, ensuring continuity and alignment at the highest level
- IT Proficiency
- Confidently leverage Microsoft 365 and internal systems to drive efficiency, accuracy and seamless execution of tasks
Essential:
- Extensive experience supporting C-Suite leaders — ideally including a Chief Financial Officer — in a complex, global organisation
- Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive)
- Exceptional communication and interpersonal skills, with the ability to influence and build trust at all levels
- Highly organised, resilient, and comfortable managing shifting priorities under pressure
- Demonstrable initiative, discretion, and a collaborative approach
- Demonstrates the ability to work independently and exercise sound judgment, even when operating remotely from direct line management
- Brings proven experience in managing projects from initiation to completion, ensuring timelines, resources, and deliverables are aligned with strategic priorities. Skilled at coordinating cross-functional teams, tracking progress, and mitigating risks to drive successful outcomes in a fast-paced executive environment
Applications for this role will close at midnight on Tuesday 3rd February. If we receive a high number of applications before then, we may need to close the role earlier.
UK Immigration
Mott MacDonald Ltd. are not currently offering sponsorship to candidates under the Skilled Worker visa route in the UK. This decision is as a consequence of the changes made to the Skilled Worker route by the UK Government in April 2024. We continue to welcome applications from candidates who are eligible for alternative immigration routes in the UK, that do not require sponsorship as a Skilled Worker now or in future.
Agile working
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.
Equality, diversity, and inclusion
We put equality, diversity, and inclusion at the heart of our business, seeking 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 can contribute.
Accessibility
We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.
We offer some fantastic benefits including:
Financial wellbeing
- We match employee pension contributions between 4.5% and 7%.
- Life assurance equal up to 4 x your basic salary, with an option to increase the level of cover to 6 x your salary.
- Our income protection scheme provides a financial benefit, as well as absence and return to work support due to long-term illness or injury.
- Flexible benefits, including increased life assurance cover, critical illness insurance, payroll saving and will writing.
- As an independently owned business we share the financial success of the business with all our colleagues in various ways including annual bonus schemes.
Employee Ownership
- Our employee ownership model means no external investors, just us, creating a culture of shared success.
- Our employees have a stake and a voice in our business, giving them a direct connection to our success through our personal and group performance bonuses.
- As your career grows, so does your stake, recognising your long-term impact and contribution.
- Your voice matters, with the opportunity to connect directly with senior leadership through formal channels to help shape our future.
- For our senior roles you will have a direct pathway towards ownership from day one.
Health and wellbeing
- Private medical insurance for all UK colleagues.
- Health cash plan to support you with every day health costs and treatments.
- Access to Peppy, providing free support from menopause experts for all UK colleagues.
- A variety of wellbeing support is available through our comprehensive wellbeing program, including access for you and your family.
- Ability to flex your salary to opt into a wide range of health benefits, many of which can be extended to your family too.
Lifestyle
- A minimum of 33-35 days holiday each year, inclusive of public holidays and dependent on level, with the ability to buy or sell leave through our flexible benefits programme.
- Holiday entitlement increased to a minimum of 35 days after 5 years’ service.
- Variety of employee saving schemes and discounts from high-street retailers.
Enhanced family and carers leave
- Enhanced family leave policies, including 26 weeks paid maternity and adoption leave, and two weeks paid paternity/partner leave.
- Our shared parental leave matches maternity leave meaning we pay up to 24 weeks at full pay.
- Up to five additional days leave are provided for those with significant caring responsibilities, two of which are paid.
Learning and development
- Primary annual professional institution subscription.
- A broad range of opportunities to enhance both technical and soft skills through mentoring, formal training, and self-development options.
Networks, communities, and social outcomes
- Join a wide range of groups including our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability, and parents/carers communities.
- Make a difference within our communities through our social outcomes.
Apply now, or for more information about our application process, click here.