Graduate Administration Assistant

The role of Administration Assistant is to co-ordinate and provide administrative support to Senior Partners, Partners and project teams. A resourceful and flexible approach is required. The person is to be able to work on their own initiative, be self-motivated and proactive. The position requires a high degree of responsibility, discretion and confidentiality. Responsibilities • Effectively and efficiently manage telephone calls, emails and other correspondence on behalf of Partners and project team members, diverting correspondence to other staff where appropriate • Effectively and efficiently manage meeting arrangements including room bookings, catering requirements, logistics, presentation set up and presentation material • Maintain studio and meeting room calendars • Co-ordinate complex travel arrangements for UK and international travel including passport and visa assistance as required • Provide administrative support including typing and editing documents, processing translations, management of expenses and filing • Assist Senior Partners/Partners to manage their diaries as required • Undertake research as requested/directed by the Senior Partners | Partners | project teams | Senior PA • Suggest and implement new initiatives to support the development of the role as required • Maintain open and effective working relationships with senior management and colleagues • Ensure studio is maintained in line with our housekeeping policy and general office standards are maintained, liaising regularly with other departments • Flexibility and cover as required • Ensure that all tasks/duties are carried out • Undertake other ad hoc duties as required at the direction of the Head of Office Services Qualities and skills required • Able to demonstrate proficiency in the responsibilities of the role • Legally able to work in the country in which the position is based • Demonstrated experience of complex diary and travel management • Demonstrated experience of working on confidential matters, ensuring that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times • Demonstrated proficiency in using Microsoft Outlook, Word and Excel • Fluent English, spoken and written is essential • Smart and professional dress and personal presentation at all times, acting as an ambassador • Professional, confident, courteous and helpful manner • Punctual and reliable • Ability to manage and prioritise tasks and time efficiently • Excellent written and verbal communication skills including grammatical and numerical accuracy – articulate and diplomatic manner • Excellent organisational skills • Resilient to cope with conflicting demands, able to prioritise duties and work under pressure while remaining calm and professional at all times • Able to demonstrate initiative and a proactive approach • Flexible attitude • Ability to work independently and as part of an effective team • Excellent interpersonal skills and ability to work well with all levels of management and staff both internally and externally • Thorough knowledge of, and compliance, with secretarial administrative procedures and standards • Methodical, accurate and consistent attention to detail • Self-motivation and ability to take responsibility • Commitment to maintaining and promoting high standards of the role • Empathy with a creative environment