EA/Office Manager

Job Description

The opportunity

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria below, please apply as you may still be the best candidate for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please advise us.

Project: This opportunity is to be involved in a major mixed-use development in Riyadh. The programme consists of over 200 projects including cultural and heritage assets, F&B, retail and hotels, commercial buildings, and educational facilities. 

Mace is currently providing programme management and looking for high-calibre experienced people.

We are hiring an ambitious and forward-thinking EA/office manager to join our established and growing team in Saudi.

Your responsibilities will include:

• Managing diaries and supporting the leadership team to ensure they are prepared, and their time is scheduled and managed effectively. Managing all diary-related planning and management including prioritisation, room bookings, meeting reminders, guest retrieval and room set up/catering as required.
• Taking minutes of meetings, preparing presentations, and reports.
• Processing the new starters and leavers, liaising with HR, IT, building services and ensuring a smooth transition for the new starter as well as prepping the line managers with all onboarding documents and checklists.
• Supporting wider team – being the facilitator between the department and other central services such as HR, Marcomms and IT.
• Implementing and maintaining procedures/office administrative systems.
• Ensuring all team members across the programme are aware of administration processes, to ensure the office runs efficiently and smoothly.
• Communicating and cascading HR initiatives and other updates from the business.
• Managing the Oracle timecard and absence reporting for the leadership team.
• Organising the programme of social events.
• Managing the programme overhead accounts, POs and invoices for office-related bills (such as office supplies, team dinners etc.).
• Processing of expenses and documents with approval.
• Ensuring the office is staffed with qualified first aiders and fire wardens and keeping first aid kit up to date.
• Reporting any incidents and near misses within the office on YellowJacket, a Mace internal reporting system.
• Prompting staff to ensure their training matrix and PRAs are up to date.

About you

You will have personal assistant experience at a senior level. You are digitally savvy in using Microsoft 365 and with knowledge of SharePoint and other web-based applications or software. You can build lasting relationships and will provide support to the senior leadership team, with the ability to adapt your day-to-day tasks to suit requirements.

You will have administration experience in construction or a project management background and be hungry to grow your career and enjoy the opportunities Mace has to offer.

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