Administration Assistant - London, United Kingdom - Emma Gibbs Recruitment

Emma Gibbs Recruitment
Emma Gibbs Recruitment
Verified Company
London, United Kingdom

1 week ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description
Role Summary


Job Title:
Administration Assistant


Supporting:
Partners


Reporting to:
Head of Secretarial Administration


The role of Administration Assistant is to co-ordinate and provide secretarial administrative support to Partners and project teams for this world leading Design Firm.

A resourceful and flexible approach is required. The person is to be able to work on theirown initiative, be self-motivated and proactive. The position requires a high degree of responsibility, discretion and confidentiality. Ideally suited to a Graduate looking for their first exciting job in London.

The Administration Assistant is responsible for carrying out the following duties.


Responsibilities:


  • Effectively and efficiently manage meeting arrangements including room bookings, catering requirements, logistics, presentation set up and presentation material
  • Maintain studio and meeting room calendars
  • Coordinate 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

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
  • 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
  • Selfmotivation and ability to take responsibility
  • Commitment to maintaining and promoting high standards of the role
  • Empathy with a creative environment
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