The role of the PA is to provide administrative support to the senior members of the practice, architectural teams and wider design support teams as required. A resourceful and flexible approach is required. The person is to be able to work on their own initiative, be self-motivated and proactive. The position requires a high degree of flexibility, responsibility, discretion and confidentiality.
Responsibilities
- Manage diaries using initiative to make considered judgements when juggling multiple demands/changing priorities
- Act as the internal and external first point of contact for Senior Partners, gatekeeping as required
- Effectively and efficiently manage telephone calls, emails and other correspondence on behalf of the Senior Partners, diverting correspondence to other staff where appropriate and replying on behalf of or researching, preparing information and drafting replies on behalf of the studio heads/deputy studio heads
- Anticipate and initiate follow up correspondence after meetings and events
- Co-ordinate and attend weekly meetings [agenda preparation | follow up notes | assist with follow up as required]
- Effectively and efficiently manage meeting arrangements including room bookings, catering requirements, logistics, presentation set up and presentation material
- Provide administrative support including management of expenses and filing, typing and editing documents
- Co-ordinate complex travel arrangements for UK and international travel including passport and visa assistance as required
- Undertake research as requested/directed by the Senior Executive Partner
- Suggest and implement new initiatives to support the development of the role as required
- Maintain open and effective working relationships with senior management and colleagues
- Regular liaison with other departments to ensure housekeeping policy and general office standards are maintained
- Flexibility and cover as required
- Undertake other ad hoc duties as required
- Be available as a point of contact for queries within and regarding the Administration team
- Undertake general office administration duties as required
- Contribute, or otherwise assist, as required
Qualities and skills required
- Able to demonstrate proficiency in the responsibilities of the role
- Legally able to work in the country in which the position is based
- Demonstrated experience of complex diary and travel management
- Demonstrated experience of working on confidential matters, using tact and discretion
- 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
- Professional, confident, courteous and helpful manner
- Punctual and reliable
- Ability 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 prioritise duties and work under pressure while remaining calm and professional at all times
- Able to demonstrate initiative and a proactive approach
- Flexible attitude
- Ability to work independently and as part of an effective team
- 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 administrative procedures and standards
- Methodical, accurate and consistent attention to detail
- Self-motivation and ability to take responsibility
- Commitment to maintaining and promoting high standards of the role
Empathy with a creative environment