Team Personal Assistant at ARRCC Design

Job description

JOB SUMMARY

The primary function of this role is to provide high level administrative support to the Senior Staff/Team leaders on a one-to-one basis. The candidate must be able to enhance their effectiveness by providing information management support and by dealing with secretarial, administrative and sometimes personal tasks.

Team Leaders heavily rely on their assistants, and discretion and confidentiality are essential attributes.

Occasionally, there may be a requirement to work additional hours which may include weekends and public holidays.

PRIMARY RESPONSIBILITIES (These include, but are not limited to the following);

General PA responsibilities

• Diary management.
• Managing and maintaining the Team Leaders appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensuring that the executive is always aware of this schedule.
• 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.
• Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.
• Reading, researching, and routing correspondence; drafting letters and documents and collecting and analyzing information where required.
• Screening of calls
• Meeting minutes
• Typing
• Assisting with the filing and management of electronic mailboxes.
• Assisting with the setting up and administration of generic email responses.
• Occasional assistance with matters of a personal nature.
• Creation and maintenance of various administrative databases
• Manage and organize 3D render bookings for projects while updating and keeping track of project programs & deadlines.
• Assistance with team timesheets. Follow up so that these are completed accurately and on time and monitoring of team overtime.
• Travel Management
• Reception relief
• Assist in the coordination of interview schedules
• Time sheet and overtime approvals
• Vision – adding vendors, contacts, opportunities and projects

Information and Production Management Systems

In this area, the Team PA will be required to assist in the following ways;

• Updating of Templates
• Assisting with oversight of and adherence to office policies and procedures
• Creation and maintenance of deliverables programmes and calendars
• Filing, sorting and retrieval of information

Project planning and Budgets

• With the Team Leader, reviewing budgets and streamlining processes to improve expenditure and monitor costs
• RFP’s
• Fee Proposals
• Accommodation schedules
• Project and resource planning

General

• Assistance with ad hoc projects
• Thorough knowledge of and compliance with all ARRCC procedures and standards.
• Assist in developing, maintaining and enforcing all ARRCC procedures and standards as well as the corporate image.
• Contribute, support or otherwise assist staff with administrative and support tasks, as and when required
• Ad hoc duties and responsibilities as they arise, will be added to this role, as it is a new role created to provide support to the senior teams.

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
• Research skills
• 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

Behavioural Criteria

• Highly flexible and adaptable
• Able to demonstrate a high degree of professionalism and confidentiality