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PA/Secretarial Administrator

Posted on Jan 17, 2019 by Emma Gibbs Recruitment

London, London United Kingdom
Admin & Secretarial
Immediate Start
£30k - £30k Annual

International Studio for Architecture and Integrated Design

The role of PA/Secretarial Administrator is to co-ordinate and provide support to the Secretarial Administration team. 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, particularly when providing PA support within the team. The PA/Secretarial Administrator is responsible for carrying out the following duties & Responsibilities

• Provide flexible cover and support to the Secretarial Administration team

• Liaise with Secretarial Administrator Training & Development Co-ordinator to provide and coordinate training for new and existing Secretarial Administration team members

• Be available as a point of contact for queries within and regarding the Secretarial Administration team

• Assist the Head of Secretarial Administration with documenting policy and procedure and maintenance of the Secretarial Administration Guide and related forms/templates

• Assist the Head of Secretarial Administration with various ad hoc projects

• Undertake general office administration duties as required

• Contribute, or otherwise assist, as required When providing cover/support to the Secretarial Administration team:

• 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 studio heads/deputy studio heads/partners, gatekeeping as required

• Effectively and efficiently manage telephone calls, emails and other correspondence on behalf of the studios heads/deputy studio heads/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

• Anticipate and initiate weekly reports on behalf of Studio Head for discussion at meetings

• Co-ordinate and attend weekly Partner's 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

• Co-ordinate and meet regularly with Project Secretaries to ensure appropriate secretarial administrative support for Partners, project teams and projects on behalf of the Studio

• Provide secretarial 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 studio heads/deputy heads/partners

• 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

• Ensure that all tasks/duties are carried out and standards as stated in the Secretarial Administration Guide

• Undertake other ad hoc duties as required at the direction of the HoSA 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, acting as an ambassador

• 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 secretarial 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

Reference: 619415423

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