Managing Director Assistant

Managing Director Assistant - (Glasgow, UK)

Apply for the Managing Director Assistant role at Burns & McDonnell.

Description

The Assistant will work closely with the Senior Managing Director for UK Operations, providing experienced administrative and strategic support to strengthen clarity, coordination, and follow-through across the region. This role calls for sound judgment, initiative, and strong organizational awareness — someone who can anticipate needs, manage priorities, and represent the SMD with professionalism and discretion.

• Provide high-level administrative and strategic support to the Senior Managing Director for the UKO region, supporting smooth operations, effective communication, and alignment with organizational priorities.
• Demonstrate good judgment and initiative in managing priorities and supporting progress in a fast‑paced environment.
• Anticipate, gather, compile, verify, and analyze information to prepare documents such as memos, letters, reports, and presentations with accuracy and discretion.
• Coordinate with Office Administrators across the UKO region to effectively drive MD initiatives.
• Identify and recommend opportunities to enhance administrative and communication processes for improved efficiency.
• Assemble and analyze information involving business plans and financial reports, resulting in accurate and timely submissions.
• Monitor, review, and approve standard expenditures to ensure departmental activities are conducted within established budgets.
• Provide complex screening, fielding, and prioritizing of inbound communications via telephone, mail, and e‑mail to resolve critical issues promptly.
• Prepare a variety of communications including emails, meeting agendas, and meeting minutes.
• Manage (and sometimes create) internal communication from the Senior Managing Director to the UKO region.
• Facilitate smooth communication between internal executives and clients, board members, government officials, media, and employees.
• Exercise sound judgment and discretion in handling sensitive and confidential information.
• Act as Notary Public and notarize various documents.
• Maintain the security and confidentiality of calendars, files, and records.
• Facilitate document approvals and processing, including invoices, contracts, and other confidential documents.
• Proactively manage and prioritize schedules, appointment requests, and a high volume of calendar meetings and events. Manage logistics of large group events.
• Coordinate and anticipate travel arrangements, preparing detailed itineraries.
• Coordinate catering, conference rooms, and other logistics necessary for effective meetings.
• Arrange conference calls and related conference‑room set‑up, coordinating with IT/Office Administrators to ensure A/V equipment is functional.
• Assist MD/GM with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
• Provide cross‑training and performance feedback to entry‑level administrative staff.
• Coordinate related complaints (operational resources, workstations, space assignments, supplies) and follow up to ensure resolution.
• All other duties as assigned.

Qualifications

• High School Diploma (GCSEs) — required.
• Applicable office/clerical experience — preferred.
• Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint — required.
• Ability to work independently; demonstrating accuracy, reliability, and problem‑solving skills.
• Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with external stakeholders (clients, vendors, business partners, community leaders).

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.

Job Details

Job:
Administrative/Office Support

Primary location: GB-Glasgow, UK-Glasgow

Schedule:

Full‑time

Travel:
Yes, 10 % of the time

Req

Job Hire Type:
Experienced #UKO N/A

Seniority level:
Not Applicable

Employment type:

Full‑time

Job function:
Administrative

Industries:
Construction