Location
    London
    Date

    Emma Gibbs Recruitment

    The role of the PA 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