Executive Assistant to Group Executive Board Director

Executive Assistant to Group Executive Board Director

Location/s: London, UK
Recruiter contact: Alice Roostan

Mott Mac Donald is a global engineering, management, and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices.

We work across incredible global industries, delivering exciting work that is defining our future and making an important societal impact in the communities we serve. Our people power our performance – we succeed when they do. With countless opportunities to collaborate, learn, and grow, the possibilities for excellence are as varied as every individual.

Whether you want to grow as a subject matter expert or broaden your experience with roles across our international community, you’re surrounded by global specialists who want to combine their expertise and champion you to be your best. As a proudly employee‑owned business, we benefit our clients, our communities, and each other, investing in creating the right space for everyone to feel empowered, included, and valued.

Whatever your ambition, Mott Mac Donald is where people come to be brilliant.

Overview of the role
Join a global, employee‑owned organisation as the trusted Executive Assistant to a Group Executive Board Director. This is a pivotal role requiring exceptional organisational skills, sound judgement, and the ability to operate effectively across a dynamic, multi‑time zone environment.

As a trusted partner to the Group Executive Board Director, you will manage sensitive information, co‑ordinate critical governance activities, and ensure the smooth and efficient delivery of priorities at the highest level.

Working closely with senior leaders and colleagues across the organisation, you will provide a reliable point of continuity, enabling effective decision making within a fast‑paced and evolving agenda.

Key responsibilities and duties include:

• Executive Support
  • Act as a strategic partner for the Group Executive Board Director by managing a complex, multi‑time zone diary, safeguarding priorities, and ensuring engagements with senior stakeholders are thoroughly prepared
  • Provide proactive, end‑to‑end executive support, anticipating requirements, and enabling efficient decision‑making across governance activities
• Information Management
  • Handle sensitive information with discretion, overseeing the Director’s inbox and managing critical communications
• Governance Coordination
  • Provide full secretariat support for key meetings, including the preparation and distribution of briefing papers for Board and Committee meetings, minute‑taking and tracking actions to ensure accuracy, clarity and timely follow‑up
• Reporting & Presentations
  • Produce high‑quality presentations and reports that align with strategic objectives and support informed decision‑making
• Cross‑Functional Collaboration
  • Work collaboratively with senior stakeholders across the organisation to ensure alignment, accuracy, and consistency of information that supports effective reporting and decision‑making
• Digital Platform Management
  • Maintain and optimise digital platforms, including the Group Board SharePoint site, ensuring content is accurate, accessible and up to date
• Travel Coordination
  • Arrange complex international and domestic travel, including visas, accommodation, and itineraries, in line with Group Travel & Security Guidance
• Relationship Building
  • Build strong, collaborative relationships across the organisation — including Regional and Group EAs, Communications, People, Finance, and other central teams — to support seamless coordination and delivery
  • Develop and maintain effective professional relationships with external stakeholders such as external audit teams, pension advisors, banks, and other key financial partners
• Board Support
  • Provide additional support to the wider Group Board and Group Executive Assistants, ensuring continuity and alignment at the highest level
• Confidently leverage Microsoft 365 and internal systems to drive efficiency, accuracy and seamless execution of tasks
• Extensive experience supporting C‑Suite leaders — ideally including a Chief Financial Officer — in a complex, global organisation
• Advanced proficiency in Microsoft…