Graduate Personal Assistant

Job Description

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