Personal Assistant: ARRCC
Personal Assistant: ARRCC
Descripion
The primary function of this role is to provide high-level administrative support to the three Senior Interior Designers and Project Managers of the Interior Décor department. The candidate must be able to enhance the managers’ effectiveness by providing information management support, coordination of their diaries and management of secretarial, administrative and sometimes personal tasks.
The ideal candidate will critically be able to multi-task and need to quickly gain extensive knowledge of the organisation in which they work, including that organisation’s aims and objectives. They will need to understand the internal staff structure and identify key personnel as well as important external parties as they often act as their manager’s first point of contact with people from both inside and outside the organisation.
Managers rely heavily on their assistants, and discretion and confidentiality are essential attributes. There will occasionally be a requirement to work additional hours which may include weekends.
Requirements
Primary responsibilities (these include, but are not limited to the following):
General PA responsibilities
- Diary management.
- Managing and maintaining the Managers’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule. If any meetings are cancelled, re-scheduled immediately
- Arrange consultants/client/staff etc. meetings
- PA to ensure that all IT software aspects are kept up-to-date in order to function as efficiently as possible.
- Following up on information required for meetings and ensuring such information is ready prior to the start of the meetings
- Ensuring that cyclical /recurring meetings take place.
- Advise Seniors on meeting clashes and advise suitable times
- Invitations such as launches that we RSVP to are added into the calendar, with the invite saved as an attachment
- Management of team timesheets. Follow up so that these are completed accurately and on time and monitoring of team overtime.
- Contacts into outlook – any business cards immediately entered into the database
- Update calendars with project deadlines, 3D booking times. Work closely with Seniors’ team on overtime and capture
- Reading, researching, and routing correspondence; drafting letters and documents and collecting and analysing information where required.
- Screening of calls
- Meeting minutes
- Typing
- Assisting with the setting up and administration of generic email responses.
- Occasional assistance with matters of a personal nature.
- Follow up with clients/consultants, etc
- Print and bind certain presentations
- Daily action list and print out a calendar
- Seniors’ Team meeting notes and action lists
- Leave applications/staff leave summary
- Send progress reports on items to Seniors
- Must be available for possible driving around / collections
- Liaison with HR department for all recruitment matters
- Reception relief
Project Initiation
New Project Enquiries (NPEs)
- Filing, sorting and retrieval of all related incoming documentation — responses, follow-ups, project folder maintenance (includes moving of NPEs to current projects) management of juniors to produce area calculations for fee proposal purposes
- Spreadsheet maintenance
Information and Production Management Systems
- Updating of Templates
- Assisting with oversight of and adherence to office policies and procedures
- Creation and maintenance of deliverables, programmes and calendars
- SACAP: manage and update allocation of CPD points for Team Leaders and prompt for sign off, annual fees, team actions lists etc.
Electronic Mailboxes
- Filing and management of electronic mailboxes
- Email filing to be done on a constant basis. E-mails to be filed from oldest to newest.
- Events such as staff birthdays, Public holidays, etc to be added to calendars
- Skim read emails, prompt urgent responses and feedback required
Travel
- Manage travel checklist: Passport/currency/travel insurance/itinerary, etc.
- All travel to be added to the calendar
- Disbursements/travel costs recon
- Must be available via WhatsApp when Seniors are travelling
General
- Thorough knowledge of and compliance with all ARRCC procedures and standards
- Contribute, support or otherwise assist staff with administrative and support tasks, as and when required
Essential Skills and Criteria
- Exceptional level of accuracy and attention to detail.
- Excellent verbal and written communication skills – articulate and diplomatic. Fluency in both written and spoken English, with strong spelling, grammar and proofreading abilities.
- Excellent knowledge of the Microsoft Office Suite
- Able to work without supervision and to take initiative in response to instruction and demonstrate a proactive approach to daily tasks
- Able to build good relationships at all levels, internally and externally and the ability to work well in a team.
- Excellent organisational and time management skills
- Ability to remain calm, multitask and work under deadline driven pressure.
- Able to manage sensitive and sometimes confidential information
- Appreciation of, and commitment to the business of the Practice
Behavioural Criteria
- Flexible attitude
- Able to demonstrate a high degree of professionalism and confidentiality
- Ability to deal with high profile clients
