PA/Project Administrator at Dixie Recruitment

• Our client, a well-established Engineering Consultancy, is seeking a highly organised, proactive, and adaptable Executive Project Administrator to provide comprehensive administrative and project support to senior management and project teams.
• This role is ideal for a professional who thrives in a fast-paced environment, enjoys coordinating multiple priorities, and can confidently engage with contractors, consultants, and clients. The successful candidate will play a critical role in ensuring the smooth administration of projects and daily business operations.

Key Responsibilities

Project and Meeting Administration

• Coordinate, schedule, and administer meetings and project-related engagements.
• Arrange meeting logistics, venues, virtual meeting platforms, and supporting documentation.
• Attend meetings, take accurate minutes, and transcribe meeting discussions where required.
• Distribute meeting minutes, action items, and follow-up communications.
• Track and monitor outstanding actions to ensure deadlines are met.

Executive and Administrative Support

• Provide comprehensive diary management and scheduling support.
• Manage correspondence, professional communications, and documentation.
• Prepare reports, presentations, letters, and professional correspondence.
• Maintain electronic filing systems and ensure documentation is accurately stored and easily accessible.
• Assist with project administration and general office coordination.

Professional Registration and Compliance Administration

• Manage and maintain the Project Manager's professional registration records.
• Capture, monitor, and submit Continuing Professional Development (CPD) points through relevant professional body portals.
• Ensure all professional compliance records are current and accurately maintained.

Timesheet and Payroll Administration

• Prepare, update, and submit timesheets and payroll claims accurately and within required deadlines.
• Assist with project reporting and administrative tracking requirements.

Stakeholder Liaison

• Communicate professionally and confidently with Contractors, Consultants, Clients, and other stakeholders.
• Build and maintain positive working relationships across project teams.
• Support a collaborative and productive working environment.

Minimum Requirements
Advanced proficiency in Microsoft Office 365, including:

• Excel
• Word
• PowerPoint
• Outlook
• Teams
• OneDrive
• SharePoint
• Proven experience in a senior administrative, project coordination, or executive support role.
• Excellent written and verbal communication skills.
• Strong organisational and time management abilities.
• Ability to manage multiple priorities simultaneously while maintaining attention to detail.
• Valid driver's licence and own reliable transport.
• Previous experience within the construction, engineering, or built environment sector will be advantageous.

Personal Attributes

• Highly organised and detail-oriented.
• Positive, professional, and approachable demeanour.
• Confident communicator with strong interpersonal skills.
• Self-motivated and capable of working independently.
• Reliable, adaptable, and able to perform effectively under pressure.
• Strong problem-solving and administrative coordination abilities.
• Team player who contributes positively to workplace culture.
• Able to maintain strict confidentiality and professionalism at all times.
• Flexible and willing to work extended hours when project requirements demand.