Administrative Assistant

As an Administration Assistant at Mott MacDonald, your role involves maintaining a clear and up-to-date filing system for all documents, assisting in organizing events such as partner meetings and workshops, providing key support in essential project tasks, offering administrative assistance including calendar management, and presenting a friendly and professional image of the company. Additionally, you will be assisting project teams with general administration, supporting office facilities team, booking meeting rooms, assisting in travel bookings, and supporting Team Administration for mobilization. Key Responsibilities: - Maintain clear and up-to-date filing system for all documents, including contracts, invoices, receipts, correspondence, staffing records etc., and archive files when appropriate. - Assist and organize events such as partner meetings, review missions, workshops, and conferences; agenda preparation and logistics coordination as required. - Provide key support and handle essential project tasks such as Document control, Timesheet management, and client interactions. - Provide administrative assistance including calendar management. - Assist project teams when required with general administration. - Support the office facilities team in their duties. - Assist in the booking of meeting rooms. - Assist in travel bookings. - Support Team Administration for mobilization of teams. Qualifications Required: - Graduate in any discipline. - Minimum 1+ years of experience. - Preferred experience using administrative systems, record management, and general administrative concepts and practices. - Good experience in advanced levels of MS Office, including Word, Excel, PowerPoint, and Outlook (able to format reports and reorganize data using spreadsheets). - Experience in document control activities such as maintain, record, store, and update. - Extensive knowledge in timesheet management. - Strong written, methodical, and problem-solving skills. - Track record of success in roles requiring multitasking. - Ability to work independently and as part of a team. - Exemplary written and verbal communication skills. - Understanding of business travel booking. - Immediate joiner or someone looking to re-start their career. In addition to the job role, Mott MacDonald offers: - Agile and safe working environment. - Competitive annual leave and sick leaves. - Group incentive scheme. - Group term life insurance, Workmen's compensation, and Group medical insurance coverage. - Short and Long-term Global employment opportunities. - Global collaboration and knowledge sharing. - Digital Innovation and Transformation. Please note that at Mott MacDonald, equality, diversity, and inclusion are highly valued, promoting fair employment procedures and practices to ensure equal opportunities for all. The company encourages individual expression in the workplace and is committed to creating an inclusive environment where everyone feels they have the opportunity to contribute effectively.,