Senior Personal Assistant Full Time

Department: Administration

Location: London

Description

The role of Senior PA is to co-ordinate and provide administrative support to Senior Partners, Partners and 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.

The Senior PA is responsible for carrying out the following duties in accordance with Foster + Partners’ procedures as found in the Administration Guide.

This role is perfect if you want to:

• Manage the diary of the Senior Partners, using initiative to make considered judgements when juggling multiple demands/changing priorities
• Act as the internal and external first point of contact for the Senior Executive Partner[s] gatekeeping as required
• Co-ordinate complex travel arrangements for UK and international travel including passport and visa assistance as required
• Effectively and efficiently manage telephone calls, emails and other correspondence on behalf of the Senior Partners, diverting correspondence to other staff where appropriate and replying on behalf of or researching, preparing information and drafting replies on behalf of the Senior Partners
• Anticipate and initiate follow up correspondence after meetings and events
• Anticipate and initiate weekly reports on behalf of Senior Partners/Partners for discussion at meetings
• Co-ordinate and attend meetings if required [agenda preparation | follow up notes | assist with follow up as required]
• Effectively and efficiently manage meeting arrangements including room bookings, catering requirements, logistics, presentation set up and presentation material
• Provide administrative support including management of expenses and filing, typing and editing documents
• Undertake research as requested/directed by the Senior Partners/Partners.
• 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
• Regular liaison with other departments to ensure housekeeping policy and general office standards are maintained
• Flexibility and cover as required
• Ensure that all tasks/duties are carried out in accordance with F+P procedures and standards as stated in the Administration Guide
• Undertake other ad hoc duties as required at the direction of the Administration Manager and/or HoOS

What you will bring to the team:

• 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, using tact and discretion
• Demonstrated experience of working at senior level, liaising with senior executives
• 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 on behalf of Foster + Partners
• Professional, confident, courteous and helpful manner
• Punctual and reliable
• Ability to manage and prioritise tasks and time efficiently
• Excellent written and verbal communication skills – 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
• Ensure that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times
• 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
• Empathy with a creative environment

What we offer:

We offer a benefits package designed to help you thrive professionally and personally. This includes: private medical insurance for you and your family; life assurance; personal travel insurance; access to a range of wellbeing support, comprising virtual GP services, mental health support and lifestyle coaching; as well as discount programmes for various retailers. On our London campus, we have subsidised catering facilities and host regular social events, and sports activities, for everyone to enjoy.

To support you in building a meaningful career, the practice offers opportunities to develop both your technical and non-technical skills through continuous learning, professional development support, and knowledge sharing and insights from experienced colleagues.

If our designs spark your curiosity and you would like to contribute to solving complex challenges with local and global impact, we invite you to join our team. You’ll be challenged and inspired, collaborating on extraordinary projects in an environment designed to cultivate excellence.

Details on how we process and retain applicant data are set out in our PreHire Privacy Notice.