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Project Secretary
Submitted on 10/Oct/19
Category:
- Admin, Secretarial & Assistant
Organization:
Confidential
Country:
- United Kingdom
Job Level:
- Junior
Contract type:
- Full Time
Salary:
£26,000
Project Secretary Role Summary for World Famous Firm of Architects in West London
Supporting: Partners | Project Teams
Reporting to: Head of Secretarial Administration
The role is to co-ordinate and provide secretarial administrative support to Partners and project teams. 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.
Responsible for carrying out the following duties.
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 in accordance with procedures and standards as stated in the Secretarial Administration Guide
Undertake other ad hoc duties as required at the direction of the HoSA
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 the company
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