Project Secretary job at Confidential | London | Art Jobs

Project Secretary



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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.


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

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