PA & Team Coordinator - Design Firm

Location
England, London
Salary
£30000 - £31000 per annum
Posted
03 Sep 2019
Closes
01 Oct 2019
Ref
931004/EJ
Contact
Wild Berry Associates
Job Title
PA
Industry Sector
Design
Contract Type
Permanent
Hours
Full Time

Wild Berry Associates is currently recruiting for a PA in the design sector to start end of September. Will be managing 4 partners as well as enquiries from a team on 40. The ideal candidate will have a background in design with a knowledge in InDesign software. Please read below and see if this ad applies to you.

Duties working for Partners
* Extensive diary management for Partners and Directors, liaise with clients or internal staff to arrange meetings
* Weekly diary meeting to plan ahead
* Print, copy, scan documents
* Typing and formatting of Word documents including mail merges
* Create/edit tables in Excel using formulas (e. monitoring project invoices)
* Create/edit PowerPoint presentations
* Update InDesign documents
* Arrange travel - book tickets/hotels and provide detailed directions and itineraries
* Manage project related files ensuring correct filing of documentation (both digital and hard copy), making up of new files
* Respond to correspondence (post and email) in Partners and Director's absence
* Manage the Outlook inbox of Partners and Directors and using Newforma
* Take external calls from reception, either for Partners and Directors in their absence, or assist with queries from unspecified callers
* Liaise with accounts department with regards to chasing and completion of monthly project reports and weekly architectural time sheets, speaking with necessary staff in order to get completed
* Ensure Partners/Director's time sheets and expenses are completed and up to date

General Duties
* Type letters and reports in-keeping with QA/brand standards, copy, and email correspondence as required, at times using audio typing
* Management and issuing of project invoices to clients
* Organising couriers with reception
* Intercept team telephones in team member absence where possible
* Manage Associate Director's and Associate's calendars as appropriate. Oversee team calendars
* Organisation of team events/meetings

Ideal Candidate
* Ability to work effectively with minimal supervision and to prioritise workload with excellent organisational and time management skills
* Ability to drive results, ensuring timely completion
* Attention to detail
* Ability to work to tight deadlines
* Strong problem-solving skills
* Ability to form strong working relationships with all areas of the organisation to ensure effective resolution of issues
* Excellent computer skills: proficiency in Outlook, Word, Excel, and PowerPoint essential
* Team mentality
* Proactive approach

Only successful candidates will be contacted within 2 business days.

Please note that no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications and ability to perform the duties of the job.

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