Job Title: Personal Assistant
Reporting to (Job Title): Europe Clients & Market Director
Business Case
· New Executive joining the Europe Executive Committee.
Location/working hours:
· Location: Head Office, Dartford – 5 days a week in the office.
· Working hours: Monday – Friday 08:30-17:00.
About the role:
· To provide first class administrative and executive support to the Europe Clients & Markets Director in a fast-paced environment. This role requires a proactive and resourceful individual who thrives under pressure and can efficiently manage multiple priorities such as proactively managing diaries, producing accurate and well formatted documentation to the highest standard and strong organisation skills. The PA will foster strong, positive and professional relationships internally and externally.
· This position is also part of the wider PA Function within the organisation, this means attending monthly PA meetings and working closely with other PAs and support staff to ensure seamless operations at this level.
Key Deliverables and Accountabilities
· Provide efficient & effective PA support to the Clients & Markets Director and co-ordinate day to day activities with their teams and key stakeholders. Including but not limited to:
- Provide efficient support in managing complex diary management and diary changes effectively, prioritising meetings where necessary. Diaries to be managed strategically and with applied logic to ensure maximum use of available time and to ensure adequate down time is available for rest and recovery to maximise capacity.
- Screen and prioritise incoming communications (emails, calls, mail).
· Arrange and prepare for meetings - in person & on Teams.
· Coordinate Clients and Markets team meeting.
· Communicate professionally with external key stakeholders and liaise effectively with internal teams in all areas of our business, building strong collaborative relationships and a wide network of support.
· Manage sensitive and confidential data appropriately.
· Arrange travel, accommodation and itineraries for the above as required.
· Expenses management: complete and submit expenses as required. Approve team's expense, DTA & Mobility claims by proxy where required.
· Coordinate site visits when necessary. Ordering of PPE and registering visitor on site with security.
· Professional but strong gate keeping to protect Leaders time and delegating where appropriate.
· Maintain filing systems, contact databases, confidential documents and administrative procedures.
· Handle financial administrative tasks, including:
- Processing invoices and ensuring timely approvals and payments.
- Creating and managing purchase orders (POs).
- Setting up new vendors in the system and maintaining vendor records.
Key Skills & Experience Required:
· Proven experience as a Personal or Executive Assistant in a fast-paced environment.
· Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) and other relevant business tools.
· 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 while also being a team player within the wider Clients and Markets and PA functions.
· Able to organise and manage events i.e. Broadcasts (Teams/Viva Engage), Client and stakeholder events.
· Well presented with social skills to interact with Clients and key stakeholders.
· A self-motivated individual, with the ability to listen and learn.
Personal Attributes
· Decision maker. Able to manage expectations and respond professionally.
· Forward thinker, able to plan ahead with attention to detail.
· Able to work at pace whilst remaining accurate, logical and collaborative.
· Flexible and responsible work ethic.
· Demonstrates discretion and ability to manage sensitive data.
· Team player, able to work independently but collaboratively.
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 resourcingteam@laingorourke.com
