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Specialist III/IV - Executive Administrator

Job Profile

Mott MacDonald is a $2bn engineering, management and development consultancy. We’re one of the largest and most diverse firms of our kind in the world with over 16,000 staff working out of 180 principal offices, delivering projects in 150 countries.

Our global business is multisector, spanning buildings, communications, defense, education, environment, health, international development, industry, mining, oil and gas, power, transport, urban development, water and wastewater.

Equal employment opportunity is the law. English version, Spanish version, Chinese version.

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, citizenship status or disability status.

Job Description

Our company is searching for an experienced, reliable and task-oriented Executive Assistant with the ability to multitask. The Executive Assistant will work directly with C-level executives and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced corporate environment. This is an excellent opportunity to join a growing company and develop skills for advancement.
  • Coordinate executive communications, including taking calls, scheduling meetings, responding to emails and interfacing with clients
  • Prepare multiple levels of documentation – emails, letters, reports, summaries, marketing/business development documentation, proposal documentation, other
  • Prepare internal and external corporate documents for team members and client partners
  • Make domestic and foreign travel arrangements, prepare itineraries, prepare and compile travel expenses, and maintain all travel records
  • Arrange corporate meetings and large events
  • Maintain an organized filing system of electronic documents
  • Uphold a strict level of discretion and confidentiality
  • Develop and sustain a level of professionalism among staff and clientele
  • Administer and process timesheets, invoices, expense reimbursements, etc.
  • Provide support to business development/marketing and proposal coordinators
  • Collaborate with managers and engineers to ensure proposals are accurate, visually engaging, and highly compelling
  • Develop PowerPoint presentations for business meetings and conferences in a collaborative environment
  • Format reports and review documents for completeness, spelling and grammatical correctness
  • Type and edit dictation, and issue documentation, on technical and confidential matters from the executive or executive team member(s)
  • Check mail and send out packages by USPS, UPS and FedEx online system
  • Provide project document control
  • Manage multiple priorities within large teams

Candidate Specification

  • Bachelor’s degree in Business, Marketing, Communications, or related field
  • Minimum of seven years of experience in disciplines stated above
  • Advanced Microsoft Office and Adobe or Bluebeam skills
  • Advanced experience in Word (expert level in Word formatting), Excel and PowerPoint
  • Skilled in Adobe InDesign preferred
  • Proficiency in collaboration and delegation of duties
  • Strong organizational, coordination and problem-solving skills with advanced multi-tasking abilities
  • Flexibility, high level of competency, ability to maintain composure with changing priorities
  • Experience with C-level executives
  • Basic engineering and construction terminology as it relates to the clerical activities – oil and gas experience preferred
  • Superior technical writing and proofreading skills
  • Advanced written and verbal communication skills
  • Ability to multi-task, be highly organized, detail oriented and flexible in order to adjust quickly to changing priorities in a fast-paced environment
  • Attention to accuracy and thoroughness
  • Effective interpersonal skills
  • Friendly and professional demeanor
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