PA / Administrator

Job description

A fabulous opportunity for a well presented, organised and enthusiastic graduate with excellent attention to detail and interpersonal skills, to work as a PA / Administrator at a prestigious architecture firm, based in West London.

Under the direction of the Senior Partners and teams, the PA/Administrator is responsible for administrative support and overall co-ordination of both groups. A resourceful and flexible approach is required. The person is to be able to work on their own initiative, be self motivated and proactive, and must ensure that all administrative procedures and standards are adhered to and maintained in order to ensure the smooth running of the groups. The position requires a high degree of responsibility, discretion and confidentiality.

Daily tasks include:

• Senior Partner / Partner diary management
• Maintaining Outlook calendars for Senior Partners, projects, groups by entering meeting details (including location and transport arrangements etc), business trips, taxi bookings, team holidays and absences
• Supervising, co-ordinating and supporting group’s activities and acting in the absence of Senior Partner/Partners with regard to secretarial admin issues
• Central point of contact for Senior Partner/Partners and clients
• Co-ordination of potential and project meetings including room bookings, catering arrangements, couriers, car bookings etc as required
• Co-ordinate and schedule all Construction Reviews and Design Board reviews (formal regular reviews and informal ad hoc reviews) in conjunction with secretarial administration team members
• Maintain Design Board and Construction Board list in conjunction with secretarial administration team members
• Typing documents using company templates, ensuring grammatical accuracy
• Informing relevant team members/departments of team absences as necessar
• Processing of expense claims and foreign currency settlements for Senior Partners
• Co-ordinate and manage new starter requirements as necessary
• Interface with all support groups including Facilities/IT/Communications etc
• Responsible for chasing groups for timesheets, holiday request forms, self certificates etc
• Management of housekeeping, ensuring area is kept in line with the company policy and standards
• Ensuring that the clear desk policy is maintained

As necessary:

• Travel arrangements, both UK and abroad
• Authorising Chambers Travel invoices
• Distribution of incoming/outgoing hard copy potential correspondence (including attachments), filing and scanning of same in accordance with the company filing structure and procedures
• Ensuring that all potential electronic correspondence is processed in accordance with procedures
• Maintenance of all administrative electronic files in accordance with procedures
• Co-ordinating and attending Construction Board reviews, taking minutes, preparing agenda and relevant documentation, as necessary
• Forward project and potential documentation (hard copy and electronic) to Group Senior PA/Project Secretary as necessary
• Ensuring that all documentation and emails are processed in accordance with the company procedures and standards
• Process translations using the database/external agency as necessary
• Responsible for updating contact database in Outlook and forwarding information (as a v card) to Information Co-ordinator for Intranet update
• After external meetings ensure documents/contacts are handed over by Senior Partner/Partner for processing
• Ensuring files are stored in their correct location, in numerical/date order and that files are not removed from the office
• Ensuring a Holiday Handover form is completed and signed off prior to holiday
• Update and maintenance of PA Book
• Flexibility and cover within the Secretarial Administration team where necessary
• Undertake other ad hoc duties as may be required from time to time
• Undertake general office administration duties as required

Qualities and Skills Required:

• Able to demonstrate proficiency in the responsibilities of the role
• Minimum of one year administration experience in an office is essential
• Legally able to work in the country in which the position is based
• Demonstrated proficiency in using Microsoft Outlook, Word and Excel
• Fluent English, spoken and written is essential
• Smart and professional dress and personal presentation at all times, acting as an ambassador on behalf of the firm
• Professional, confident, courteous and helpful telephone manner
• Punctual and reliable
• Able to manage and prioritise tasks and time efficiently
• Excellent written and verbal communication skills - articulate and diplomatic manner
• Excellent organisational skills
• Resilient to cope with conflicting demands
• Able to work under pressure while remaining calm and professional at all times
• Able to demonstrate initiative and a proactive approach to daily tasks
• Flexible attitude
• Able to work independently and as part of an effective team
• To ensure that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times
• Excellent interpersonal skills and ability to work well with all levels of management and staff both internally and externally
• Thorough knowledge of, and compliance, with secretarial administrative procedures and standards
• Methodical, accurate and consistent attention to detail
• Self motivated and able to take responsibility
• Commitment to maintaining and promoting high standards of the role
• Empathy with a creative environment