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PA to Founder/ Office Coordinator- Creative Design Agency

  • Location: City of London
  • Salary: £30000 - £37000 per annum
  • Job Type:Temporary

Posted 19 days ago

  • Sector: office support
  • Type: office-based
  • Contact: Natasha Uddin
  • Contact Email: natasha.uddin@handle.co.uk
  • Start Date: ASAP
  • Expiry Date: 26 August 2022
  • Job Ref: BBBH100218

We are proud to partner with an award winning Creative Design Agency, based in their stunning office in the heart of East London.

Our client is keen to appoint a PA/ Office Coordinator, with view to start this Friday, (ideally), for a duration of 1-2 months, with strong possibility to extend up to 6/ 7 months.

Working hours will be 8:30- 17:30- based full time in the office, Monday to Friday.

We're keen to hear from experienced office coordinators/ PA's, with proven experience of managing complex diaries/ schedules, and managing conflicting priorities.

An interest in design/ architecture would be highly desirable, and experience in In Design/ a marketing background would be beneficial but not a necessity.

The role will initially cover the role of Office Coordinator for the next 3 weeks, (whilst also providing PA support), and will then move into a full PA support role, supporting one of the Company Founders/ Senior Executives.

Suitable candidates must be available immediately and be happy to work full time in the office- remote working is not an option.

Summary of key responsibilities:

  • Screen phone calls, enquires, requests and handle when appropriate
  • Maintain diaries: be fully aware of Directors weekly appointments & movements, arrange meetings on their behalf
  • Arrange regular project meetings & confirm attendees
  • Liaise with clients, consultants, agents etc and colleagues on behalf of Directors
  • With access to their emails, respond to emails if required to
  • Identify and provide support where necessary for in-house and external meetings/events (inc. IT equipment/requirements & presentations are set up)
  • Prepare presentations
  • Administrative support, including typing letters and minutes according to practice standards
  • Arrange travel and accommodation
  • Provide IT & technical support (inc. support on Word, Excel, InDesign etc)
  • Processing holiday requests for Directors' teams
  • Manage email out of office replies
  • Processing expenses
  • Creating programmes, itineraries and agendas
  • Arranging and booking lunches and dinners
  • Drafting thank you letters on behalf of the Directors
  • Minute taking
  • Being first to take switchboard rollover calls: taking and relaying messages, screening & directing as required

Personal Specification:

  • Be well organised, with the ability to multi-task and prioritise
  • Good communications skills - both verbal and written
  • Establish good relationships with colleagues & external teams
  • Strong attention to detail
  • Confident & resilient
  • Approachable manner
  • Highly professional, offering discretion as situations require
  • Able to exercise good judgement
  • Remains calm and deliberate under conditions of pressure
  • Strong team player, with collaborative working style
  • Confident dealing with people at all levels
  • Strong software skills in Microsoft Office, InDesign, Keynote and document management systems

Handle actively welcomes applicants from under-represented backgrounds - we pride ourselves on attracting the best talent for every opportunity through a commitment to equality, diversity and inclusion.