PA to Executive Director

  • Location:

    City of London

  • Sector:

    Business Support

  • Job type:

    Permanent

  • Salary:

    £34000 - £42000.00 per annum

  • Contact:

    Carly Thomas

  • Job ref:

    BBBH35974

PA to Executive Director

Architectural Practice

£34-£42k

London

An award winning, international AJ100 architectural practice are looking for a PA to support one of their Executive Directors. This is a busy and varied role, where you will enjoy excellent benefits and work as part of an amazing, collaborative support team. This is a rare and exciting role within their business and would suit a PA with experience of traditional PA support.

JOB PURPOSE SUMMARY

This is a key role within the practice to deliver first class traditional PA support to one of their Executive Directors.

The successful candidate would have proven experience of working as a PA at director level in a team-based environment. This is a challenging and rewarding role where a creative, solution-based approach is imperative and excellent organisational and communication skills are crucial to get the job done.

The PAs are part of the wider Support Team which ultimately reports to the Head of Practice Operations. The Practice Operations Team achieves its collective aims through teamwork, high levels of service to colleagues and clients, personal development, cost awareness and receptiveness to new ways of working, recognising at all times the crucial contribution it has to the overall success of the practice.

KEY RESPONSIBILITIES

Extensive diary management - using Microsoft Outlook - forward planning, meeting preparation, maps, room/venue bookings, organisation and co-ordination of all aspects of the Director's activities (both business and personal).

Management and review of Exec Directors inbox, responding to emails on behalf of Exec Director when necessary.

Gate keeping and acting as a shield (when required), dealing with callers on the telephone and in person.

Taking messages, passing them on effectively and maintaining a reliable tracking system to ensure that appropriate action is taken.

Preparing for meetings, ensuring they have materials needed and technology running, ensuring they get between meetings promptly.

Liaison with current and potential clients, fostering good working relationships with them and their support.

Business trip and personal travel arrangements (global), including flights, hotels, trains, car hire, visas, insurance, etc for clients and staff.

Preparation of internal and external presentations (including layout and design) for international talks and events using InDesign and PowerPoint.

Collaboration with the marketing team where appropriate - liaison with journalists, photographers and PR agencies.

Daily communication with other PAs and members of the support team to ensure the continued smooth running of the office.

Drafting and copyediting texts for articles and briefs.

Email dictation, typing and formatting all correspondence.

Dealing with all paperwork, including binding, scanning, and post and management of all filing; both paper and electronic (using centralised document management system).

Working with discretion, professionalism and tact at all times: recognising the necessity to work with absolute confidentiality when required.

Arranging building tours and site visits - liaison with contractors and building managers.

Preparation of monthly expenses and adherence to company procedures regarding financial processes.

PERSONAL ATTRIBUTES

Proactive, with the ability to deal with issues before they arise, meeting constantly changing deadlines.

Strong organisational skills with meticulous attention to detail and ability to co-ordinate numerous tasks simultaneously.

Uses initiative and works well without supervision, making judgment calls in Directors' absence.

A motivated, enthusiastic and flexible attitude, with a calm, cheerful and helpful personality and an ability to communicate at all levels.

A strong team player, working alongside and supporting other members of the support team, as well as members of the architectural teams, forging excellent relationships with all.

Punctual, with the willingness to work outside of office hours if required.

Works well under pressure in a fast-paced environment.

JOB REQUIREMENTS

  • Proven PA experience (solid experience at senior level)
  • Educated to A-Level standard or similar
  • Excellent IT skills including advanced knowledge of Microsoft packages; Outlook, Word, Excel, PowerPoint
  • Knowledge of Adobe InDesign and Photoshop is required
  • Fast, accurate Touch Typing - minimum speed 60wpm
  • Excellent standard of written English

If you have the above experience and skillset, please submit your CV