Graduate Admin Assistant

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