Managing Director Assistant - (Glasgow, UK)

Overview

Executive assistant providing strategic admin support to Senior MD, managing schedules, communications, and operations.

Key Responsibilities

• travel coordination
• calendar management
• document prep
• budget monitoring
• meeting logistics
• confidential handling

Tasks

-Exercise sound judgment and discretion in handling sensitive and confidential information. -Coordinate and anticipate travel arrangements and prepare detailed itineraries. -Act as Notary Public and notarize various documents. -Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely and professional manner. -Arrange conference calls and related conference room set-up. Coordinate with IT / Office Administrators to ensure A/V equipment is in working order. -Coordinate related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained. -Proactively manage and prioritize schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events. -Assemble and analyse information involving business plans, and financial reports, resulting in accurate and timely submissions. -Provide high-level administrative and strategic support to the Senior Managing Director, Manager for the UKO Region supporting smooth operations, effective communication, and alignment with organizational priorities. -Prepare a variety of communications including emails, meeting agendas, and meeting minutes. -Manage (and sometimes create) internal communication going out to the UKO region from the Senior Managing Director. -Identify and recommend opportunities to enhance administrative and communication processes for improved efficiency. -Maintain the security and confidentiality of calendars, files, and records. -Coordinate with Office Administrators across the UKO region to effectively drive MD initiatives. -Coordinate catering, conference rooms and other logistics necessary for effective meetings -Responsible for anticipating and gathering, compiling, verifying, and analysing information to prepare documents such as memos, letters, reports, and presentations with accuracy and discretion. -Monitor, review, and approve standard expenditures to verify the activities of the department are conducted within established budgets. -Facilitate smooth communication between internal executives and clients. This may include other board members, company executives, client executives, government officials, media, and internal employees. -Facilitate document approvals and processing, which includes but not limited to invoices, contracts and other confidential documents. -Assist MD / GM with calendar management, expense reports, travel, meeting coordination, and signature routing as requested. -Provide cross training and performance feedback on entry level administrative staff.

Requirements

• high school
• microsoft office
• problem solving
• communication
• clerical
• independent

What You Bring

-Demonstrate good judgment and initiative in managing priorities and supporting progress in a fast-paced environment. -Ability to work independently; demonstrating accuracy, reliability, and problem solving skills. -Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders). -High School Diploma (GCSE's) Required -Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks. -Advance knowledge in Microsoft Word, Excel, Access and PowerPoint required -Applicable office/clerical experience Preferred

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About Burns & Mcdonnell

-The firm grew steadily from municipal roots, evolving into a global design‑build leader with integrated engineering, architecture, and construction services. -Headquartered in Kansas City, it has expanded its operations to more than 75 offices worldwide, including locations in the US, Canada, UK, UAE, India, and the Middle East. -It specializes in sectors such as water, power, transportation, aviation, manufacturing, and oil & gas, undertaking projects ranging from airports to chemical facilities. -Its full‑service model encompasses consulting, design, procurement, construction, and commissioning, ensuring seamless project delivery from concept to operation. -The company is 100% employee‑owned, following a significant employee buyout in the 1980s that redefined its trajectory.

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