Graduate PA

The role of PA is to provide support/cover within the Administration team. 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 flexibility, responsibility, discretion and confidentiality, particularly when providing PA support/cover within the team.

The PA is responsible for carrying out the following duties

Responsibilities

• Provide flexible cover and support within the Administration team. This can be covering booked annual leave or short notice sickness cover.
• Be available as a point of contact for queries within and regarding the Administration team
• Assist the Head of Administration with various ad hoc projects
• Undertake general office administration duties as required
• Contribute, or otherwise assist, as required

When providing cover/support to the Administration team:

• Manage diaries using initiative to make considered judgements when juggling multiple demands/changing priorities
• Act as the internal and external first point of contact for studio heads/deputy studio heads/partners, gatekeeping as required
• Effectively and efficiently manage telephone calls, emails and other correspondence on behalf of the studios heads/deputy studio heads/partners, diverting correspondence to other staff where appropriate and replying on behalf of or researching, preparing information and drafting replies on behalf of the studio heads/deputy studio heads
• Anticipate and initiate follow up correspondence after meetings and events
• Anticipate and initiate weekly reports on behalf of Studio Head for discussion at meetings
• Co-ordinate and attend weekly Partners meetings [agenda preparation | follow up notes | assist with follow up as required]
• Effectively and efficiently manage meeting arrangements including room bookings, catering requirements, logistics, presentation set up and presentation material
• Co-ordinate and meet regularly with Administration Assistants to ensure appropriate secretarial administrative support for Partners, project teams and projects on behalf of the Studio
• Provide administrative support including management of expenses and filing, typing and editing documents
• Co-ordinate complex travel arrangements for UK and international travel including passport and visa assistance as required
• Undertake research as requested/directed by the studio heads/deputy heads/partners
• 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
• Regular liaison with other departments to ensure housekeeping policy and general office standards are maintained
• Flexibility and cover as required
• Ensure that all tasks/duties are carried out
• Undertake other ad hoc duties as 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, using tact and discretion
• 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.
• Professional, confident, courteous and helpful manner
• Punctual and reliable
• Ability to manage and prioritise tasks and time efficiently
• Excellent written and verbal communication skills - 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
• Ensure that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times
• 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