PA to Directors

PA to Directors

London

£28,000 - £30,000

Overview

The purpose of this role is to ensure the highest level of support to the founding director of the practice, and offer office management support to the Practice Director to ensure the smooth and efficient running of the practice.

Main Responsibilities:

Main duties of the role include, but are not limited to, the following:

Diary management:

• Managing the director’s diary efficiently, liaising internally and with clients to arrange meetings and ensuring all required briefing documentation is provided.
• Planning ahead to ensure any potential diary clashes are identified and managed accordingly. 
• Managing expectations according to diary availability and acting as first point of contact for clients and staff members for any matters relating to the director.
• Booking any required travel, accommodation or couriers for the director and wider team as necessary.
• Managing director expenses and time through CMAP, ensuring all information is inputted accurately.
• Organising team events including CPDs, Christmas and summer parties. sourcing venues, comparing costs and ensuring all catering requirements are met.

Studio administration
Heath and Safety:

• Managing practice health and safety with external H&S consultants.
• Organising office and fire risk assessments, yearly test certificates and following up on subsequent actions identified.
• Organising relevant training and maintaining day-to-day responsibility of health and safety throughout the office.

Finance administration:

• Assisting the Practice Director in financial processing. Collating, printing and logging incoming invoices for payment, statements and remittances.

HR:

• Assisting the Practice Director in the recruitment process, collating CVs and organising interviews.
• Liaising with successful candidates in relation to new joiner arrangements.
• Preparing induction packs and showing all new staff around the office.
• Collating relevant new starter paperwork and maintaining a database of HR records.

Reception

• Assisting the studio team in managing reception, answering phones, taking messages and transferring calls.
• Maintaining an overview of meeting room diaries on a regular basis throughout the day, being aware of all upcoming meetings and their requirements.
• Setting up meetings, greeting clients and showing them to the correct meeting rooms as necessary.
• Ordering required office supplies i.e. stationery and refreshments.
• Management of petty cash, ensuring any money collected is recorded and receipts collated accordingly. 
• Keeping front of house and general office tidy.

The successful candidate will have:

• Solid previous experience in a PA role, dealing with a variety of administrative tasks
• Good communication skills
• Able to work independently and as part of a team
• Proactive, with attention to detail and able to act on own initiative
• Good time management and ability to multi task
• Advanced knowledge of Microsoft Office: Outlook, Word and Excel
• Knowledge of financial processes