The role of the Admin Assistant is to co-ordinate and provide secretarial administrative support to Partners and project teams for this world leading Design Firm. 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 responsibility, discretion and confidentiality.
Responsibilities
* Effectively and efficiently manage telephone calls, emails and other correspondence on behalf of Partners and project team members, diverting correspondence to other staff where appropriate
* Effectively and efficiently manage meeting arrangements including room bookings, catering requirements, logistics, presentation set up and presentation material
* Maintain studio and meeting room calendars
* Co-ordinate complex travel arrangements for UK and international travel including passport and visa assistance as required
* Provide secretarial administrative support including typing and editing documents, processing translations, management of expenses and filing
* Assist Partners to manage their diaries as required
* Undertake research as requested/directed by the Partners | project teams | Studio Senior PA
* 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
* Ensure studio is maintained in line with our housekeeping policy and general office standards are maintained, liaising regularly with other departments
* Flexibility and cover as required
* Ensure that all tasks/duties are carried out
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, ensuring that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times
* 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
* Professional, confident, courteous and helpful manner
* Punctual and reliable
* Ability to manage and prioritise tasks and time efficiently
* Excellent written and verbal communication skills including grammatical and numerical accuracy - 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
* 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