Executive Assistant

About Mercury

Mercury is a leading European provider of construction solutions, specializing in the management and execution of intricate engineering and construction projects for top-tier global companies. The organization delivers pioneering solutions that spur technological advancements and enhance connectivity among people, communities, and enterprises. Mercury nurtures a culture of innovation and determination, enabling consistent, reliable outcomes.

Our expertise spans various sectors such as Enterprise Data Centres, Advanced Technology & Life Sciences, Hyperscale Data Centres, and Fire Protection. We emphasize employee development through a supportive work environment that fosters growth and empowers individuals to realize their full potential.

Key Role Responsibilities

• Provide comprehensive executive support and calendar management for the Managing Director (MD), coordinating internal and external meetings including high-profile engagements, handling urgent requests, and resolving scheduling conflicts.
• Oversee management of the MD's mailbox by monitoring and highlighting critical communications.
• Organize logistics for meetings and events such as quarterly and offsite leadership sessions; distribute agendas, record minutes, and monitor follow-up actions.
• Prepare and distribute presentation materials, particularly PowerPoint slides, to support meeting readiness.
• Manage expense reporting and reconciliation for senior leaders including the MD, Operations Director, and Commercial Director, handling cash submissions and credit card reconciliations via Concur.
• Coordinate end-to-end travel arrangements including flights, lodging, car transfers, and parking.
• Act as a liaison between DCBS and other departments such as HR, Legal, Finance, and IT for cross-functional support.
• Administer internal and external DCBS events, staff recognitions, awards, and onboarding processes to enhance the BU culture within projects.
• Collaborate with site administrators to promote and manage monthly social activities across DCBS locations.
• Facilitate document approvals for projects, including legal signatory processes and lease agreements.
• Assist in cross-departmental initiatives like seasonal gifting, managing attendance lists, and compiling data to support project activities.
• Provide general administrative aid to the DCBS team, including document preparation, communication management, supply ordering, and desk allocation across multiple projects.
• Handle ad hoc administrative tasks as required.
• Maintain and update management holiday trackers regularly to ensure accurate team visibility on leave status.

Essential Candidate Requirements

• At least five years of proven experience supporting senior leadership in a dynamic office setting.
• A demonstrated history of organizing and coordinating corporate events of both small and large scale.
• Proficient user of Microsoft Office applications including Outlook, Excel, Word, PowerPoint, OneNote, and SharePoint.
• Exceptional communication skills, both verbal and written, combined with strong interpersonal abilities.
• Highly organized with the ability to handle multiple tasks simultaneously and deliver projects on deadline.
• Confident and professional in managing high-level enquiries directed to senior leadership.
• Self-motivated with the capacity to work independently as well as collaboratively within a busy team environment.
• Strong time management skills with an aptitude for prioritizing tasks efficiently under minimal supervision.
• Exercises sound judgment, discretion, and confidentiality in all work activities.
• Thrives in a fast-paced and evolving workplace atmosphere.

Additional Information

Mercury is committed to equal opportunity employment and supports diversity within the workplace.