Please note: This role is based full time at our Dartford Head Office to support the Europe Clients & Markets Director, who is also based from this location.
About the Role
We're looking for an experienced and highly organised Personal Assistant to provide first class support to our Europe Clients & Markets Director. Working in a fast-paced environment, you'll be a trusted partner responsible for managing competing priorities, coordinating key activities and ensuring the smooth running of a busy schedule. From complex diary management and stakeholder engagement to meeting coordination and administrative support, you'll play a key role in helping the Director operate effectively.
You'll also be part of our wider PA Function, working closely with other Personal Assistants and support colleagues across the business to share best practice and ensure seamless support across the organisation.
Key Responsibilities
- Provide efficient and effective PA support to the Clients & Markets Director and coordinate day-to-day activities with their teams and key stakeholders.
- Manage complex diaries and diary changes effectively, prioritising meetings where necessary.
- Screen and prioritise incoming communications including emails, calls and mail.
- Coordinate Clients & Markets team meetings.
- Communicate professionally with external stakeholders and liaise effectively with internal teams across the business.
- Manage sensitive and confidential information appropriately.
- Arrange travel, accommodation and itineraries as required.
- Complete and submit expenses as required and approve team expenses, DTA and Mobility claims by proxy where required.
- Coordinate site visits, including ordering PPE and registering visitors with site security.
- Act as a professional gatekeeper, protecting leaders' time and delegating where appropriate.
- Maintain filing systems, contact databases, confidential documents and administrative procedures.
- Process invoices and ensure timely approvals and payments.
- Create and manage purchase orders.
- Set up new vendors and maintain vendor records.
- Support the organisation and management of events, including broadcasts (Teams/Viva Engage), client events and stakeholder events.
About You
- Proven experience as a Personal Assistant or Executive Assistant in a fast-paced environment (2-4 years experience)
- Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel and PowerPoint.
- Exceptional organisational and time management skills, with the ability to multitask and prioritise effectively.
- Flexibility to adapt to changing priorities and tight deadlines in a high-pressure environment.
- Proactive problem-solving skills and the ability to anticipate needs before they arise.
- Ability to work autonomously whilst also being a team player within the wider Clients & Markets and PA functions.
- Experience organising and managing events, including broadcasts (Teams/Viva Engage), client events and stakeholder events.
- Professional and confident with the interpersonal skills to interact with clients and key stakeholders.
- A self-motivated individual with the ability to listen, learn and continuously develop.
About us:
We are an international engineering and construction company delivering state-of-the-art infrastructure and buildings projects for clients in the UK, Middle East and Australia.
Certainty, reliability, quality – this is what our clients want. And at Laing O'Rourke, we have more than 150 years of experience delivering it. Laing O'Rourke's story is one of energy, passion, ambition, people and teamwork. We harness the power of our experience, stretching back over a century and a half to deliver certainty for our clients.
As part of the Disability Confident scheme, we would like to enable access to candidates with long term health conditions and disabilities through the ‘Offer an interview scheme'. This supports applicants that meet the essential criteria by offering an interview for the advertised position. Please let us know prior to interview what adjustments are required as well as discussing how we can support you in the workplace.
We want to ensure our recruitment process is accessible to all. If you need the application form in an alternative format or you would like to know more about our recruitment process, please email [email protected]
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