Personal Assistant

Recruiter
Location
London
Salary
32000-36000 per annum
Posted
10 Dec 2017
Closes
04 Feb 2018
Ref
39465
Job Function
Administration
Job position
Assistant
Contract Type
Temporary / Contract
Hours
Full Time

An award-winning international architectural practice are looking to recruit a talented and experienced Bilingual Personal Assistant for one-year maternity cover in their Central London headquarters.

You will report to the Commercial Partner on PA related issues, liaising with the Senior PA/Team Leader on day to day details and to the HR Manager for all other issues. Fluency in French or Spanish is essential to this role.

Key responsibilities

  • Be the main point of contact for clients and calls for your Partner in the office
  • Be discreet with private or personal information
  • Assisting and supporting your Partner in administrative and personal tasks including typing and correction of correspondence, entry of Partner hours on timesheets and processing of travel expenses
  • Electronic diary management (including organisation and co-ordination of meetings and inputting relevant information, such as names, agendas, minutes, travel itineraries, maps, project contacts)
  • Maintaining project mailboxes, processing incoming and external mail
  • Arranging appropriate refreshments in liaison with the kitchen team and Admin Assistant
  • Maintain Partner mailbox moving project related emails to the project mailbox when necessary.
  • Ensure Partner details are accurate and up to date including all mobile numbers, relevant spouse, family and other personal information, car registration details, congestion charge records and traveller profile information.
  • Process incoming and outgoing post
  • Arrange office related (and on occasion, personal) travel.
  • Compile accurate itineraries, arrange hotels (ensuring pre-set preferential rates are used where appropriate) and travel to and from the airport where applicable.
  • Return completed credit card and other expense related forms with appropriate receipts when required.
  • Co-ordinate video, Webex and telephone conferences when required (taking into account time differences for each country)
  • Archiving of relevant correspondence – co-ordinating with the Archivist
  • Working on active projects, coordinating any correspondence, diary management and other project related tasks
  • Working with the PA support team and others to maintain project procedures for best practice

COMMERCIAL DUTIES

  • Assist the Commercial Partner and liaise with the Legal and finance Department with the issue and follow up of contractual documentation, agreements both existing and in negotiation
  • Assist in preparation of fee proposals, reimbursable budgets
  • Liaison between the UK office and international offices in relation to projects managed by Commercial Partner
  • Management of translation of contractual documentation
  • Responsible for ensuring all administrative queries by clients are dealt with
  • Responsible for uploading of confidential contract and project related documentation to Newforma and P Drive:

 

Skills and Experience

 

  • Good organisational skills
  • Excellent attention to detail
  • Excellent verbal and written skills
  • Ability to check own and other’s work
  • Ability to manage conflicting priorities
  • Positive approach and “can do” attitude
  • Collaborative working style
  • Discreet
  • Resilient
  • Essential - Microsoft Office Suite
  • Essential - Language skills incl. fluency in French or Spanish.
  • Desirable - Newforma

This is an exciting opportunity to work on a variety of exciting projects ranging from small, innovative housing developments through to very large-scale international infrastructure projects.

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