Personal Assistant

Interested in shaping skylines across the globe?

Multiplex is a premier construction company with a simple purpose: to construct a better future. As part of our team, you’ll have the opportunity to help deliver some of the world’s most iconic projects, supported by approachable leadership and an inclusive culture that puts our people first.

You will also have access to a range of holistic benefits including:

• Discretionary annual bonus, 8% company contribution pension, 25 days annual leave + holiday buy options.
• Single private medical cover, employee assistance programme, and virtual GP service
• Competitive parental leave
• Several flexible benefits from season ticket loans, discounted gym memberships to a cycle to work scheme.
• Professional career development opportunities and a wealth of learning offerings through the Multiplex Learning Academy.
• An industry-leading approach to flexible work to enable better work-life balance.

Who We’re Looking For

Our people are united by a common belief: that we can outperform in everything we do.

What is the overall job?

Role

We’re looking for a highly polished and professional Personal Assistant to support our operations Director. Key role repsonsibilites include but are not limited to:

• General administrative assistance to the Director.
• Complex diary management including stakeholder engagement.
• Act as a sounding board to the Director on a wide range of issues.
• Preparation of reports and assistance with critical companywide processes such as annual business planning and monthly executive reviews.
• Acting as the first point of contact by way of face to face liaison with visitors, sub-contractors, clients etc.
• Active inbox management to ensure critical correspondence is addressed in a timely manner.
• Active management of Project Review Meetings, PD peer to peer meetings and milestone update meetings. Sourcing venues and drinks venue, pre-ordering drinks/food.
• Ensure everyday runs smoothly and last-minute requests are dealt with in a timely manner.
• Extensive and proactive diary management to ensure sufficient time is distributed between projects, clients and internally.
• Ad hoc general assistance to Executives and other PAs at Head Office when resource required. Covering each other and working together on SLT events, meetings and away days etc.
• When necessary, call individuals out of meetings where over running to ensure the Directors remains on time throughout the day, remaining aware of location at all times.
• Liaise with clients and suppliers to maintain a good working relationship on behalf of the Director and the wider team.
• Agenda and documentation preparation for recurring meetings, following up with accurate minutes and prompt dissemination of minutes and actions post meeting.
• Responsible for managing the flow of correspondence and maintaining accurate records, including promptly arranging signatures on time sensitive documents and returning or on-forwarding to correct ddepartment for action.
• Manage Director expenses claims.
• Ensure IFS approvals are completed in a timely manage by communicating regularly with the accounts payable department and the project teams.
• Raise POs for the Director if and when required.

What do I need to be successful in this role?

Previous PA experience at MD/Senior Executive level. Other skills and experience include:

• Reliable and trustworthy with utmost sense of confidentiality
• Excellent organisational skills and interpersonal skills
• Able to use own initiative, decisive, resourceful
• Proactive with the ability to mitigate potential issues before they occur
• Excellent communication skills, both written and verbal
• Strong attention to detail
• Flexible and adaptable
• Resilient with strong team focus
• Well-presented and mannered, particularly as dealing face to face with clients

Strong judgement and flexibility in approach

A Note On Diversity

Diversity is about celebrating the ways we are all different and appreciating the unique qualities that every employee brings. We invite applications from people of all genders, cultures and walks of life. Research shows that women and people from underrepresented groups are less like to apply for roles if they don’t meet every qualification. So even if you don’t match all the criteria – if you are passionate about helping to construct a better future, we’d love to hear from you.

We are committed to providing a barrier-free work environment and can support with reasonable adjustments at any stage of the recruitment process. Simply inform our Talent Acquisition team during your conversation with them.