PA and Office Administrator.

By Posted in - on March 29th, 2021

Architectural Firm, London, temp – 6 months, £27,000 – £38,000 p/a pro rata

Our client an Architectural firm based in London is looking for a PA/Office Administrator to provide strong organisational and proactive support to the Principal and Paris office.  This is a 6-month role with a view to becoming permanent and is to start ASAP.

The main duties of the PA/Office Administrator are:

  • Managing a busy diary
  • Act as a gatekeeper where appropriate
  • Booking meetings and having regular contact with high level clients
  • Ensure relevant documents are prepared in advance for meetings
  • Make sure the Principal is fully briefed for meetings
  • Responsible for organising highly confidential Partner meetings, ensuring information is collated/circulated in advance of meetings
  • Take ownership of Principal’s inbox
  • Screen, prioritise and where appropriate action emails on behalf of the Principal
  • Screen telephone calls
  • Prepare outgoing correspondence for Partner
  • Booking travel /accommodation and compiling detailed itineraries for meetings/events where necessary
  • Ensure all necessary visas are prepared
  • Processing expenses
  • Record/complete Principal’s weekly timesheet
  • Organising project meetings on behalf of the Project team
  • Assist with recording the team’s annual leave and unplanned absence
  • Assist with archiving
  • Assist with new starter and leaver process
  • Assist with registration and formal requirements
  • Arrange training
  • Manage the Paris Office collective diary and office presence
  • Assist with the management of interaction with landlord
  • Manage Snail Mail at Proxy address and management of paper documents
  • Assisting with documents and interaction with other internal departments
  • Assisting with translation and internal communication
  • Manage Professional License renewals and office subscriptions renewals

Key skills

  • Effective team player with a motivated and proactive approach to tasks
  • Confident with the ability to use own initiative and work with little guidance
  • Ability to multitask, prioritise workload effectively and excellent time management
  • Exceptional attention to detail with the ability to cope under pressure
  • Good verbal and written communication and interpersonal skills
  • Proficiency in French and English (written and spoken)
  • Other beneficial languages are Italian, Albanian, German, Spanish and Arabic
  • Proficiency in MS Office 360 and Adobe Suite

Due to the large number of applications that we receive, only candidates who are shortlisted will be contacted.

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