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PA to Director

4 months ago

City of London Greater London, United Kingdom RED Engineering Design Full time

PA to Director - London (10 Months - Fixed Term Contract) Do not pass up this chance, apply quickly if your experience and skills match what is in the following description. RED are an expanding international M&E consultancy, with a proven track record in low energy design, focused on providing excellent design solutions to clients. Through our market leading technical expertise, we enable the world’s digital infrastructure and develop the built environment whilst also helping clients realise ambitious plans for zero carbon-built environments. We cover the entire life cycle of any building project, with our broad capability offering saving our clients time, money, and effort. Our approach is centred around listening to our clients and interacting energetically with our fellow project stakeholders. We add value with our people, client service ethos, global delivery strategy, technical ability, and attitude. We now seek a 10 month Fixed Term Contract PA to Director based in our London office. ROLE RESPONSIBILITIES:

  • To provide PA support to director in conjunction with assisting in the smooth running of projects and providing professional and efficient support for their day-to-day needs
  • Reproduction of letters, reports, minutes and timely processing of general correspondence
  • Arranging domestic and international travel, preparation of itineraries and insurance documentation
  • Diary and inbox management
  • Managing Director task/action list with a proactive approach
  • Supporting conference and client event management activities
  • Organising and storing paperwork, documents and computer-based information
  • Preparation of Board and Management Reports and ensuring the Directors are well-prepared for meetings and have necessary documentation and briefing papers
  • Responsible for coordinating internal office briefings, company communications meetings and sector events
  • Liaising with clients including arranging marketing meetings, welcoming and looking after visitors, checking and managing director e-mail account
  • Flexibility to assist director and his team in meeting business/project deadlines
  • Organising audio and video conference calls
  • Support Ethics and Risk compliance processes and preparation of necessary paperwork
  • Audit and administration of holiday entitlements, expenses and timesheet procedures for director/team
  • Support project QA compliance and document filing
  • Maintaining and updating of Contact Relationship Management Database (CRM)
  • Conducting research into specific matters as required and reporting findings
  • Flexibility to assist director in meeting business/project deadlines
  • Project duties: including but not limited to acting as main point of contact for project related tasks including compilation and formatting of specifications, reports, presentations, document printing and binding; assisting with collating and responding to bids within set deadlines; following the company project delivery processes .
ROLE REQUIREMENTS:
  • Minimum 5 years’ previous Board Director Level P.A. experience
  • Previous experience working within an international organisation essential, desirably within a consultancy environment
  • Previous experience in supporting the compilation of complex bid and pre-qualification tenders
  • Previous experience in using online project/practice management systems (desirable)
  • Proven experience of fostering a good office environment while closely working with counterparts in other office locations
  • Trustworthy, with a mature approach to tasks and the ability to maintain confidential information
  • Possess exemplary time management, multi-tasking, detail-oriented and organisational skills while able to work independently
  • Proficient in the management and organisation of busy and complex diary and travel arrangements
  • Proactive approach using own initiative to act and follow up on tasks as appropriate
  • Ability to prioritise own workload
  • Accuracy/excellent attention to detail
  • Hours flexibility (able to carry out overtime at short notice)
  • Excellent interpersonal and communication skills both written and oral
  • Proven experience of operating in a structured and process orientated environment
  • Ability to delegate and manage junior staff members
  • Ability to work to tight deadlines
  • A European language capability (desirable)
  • Understanding of engineering terms (desirable)
  • Understanding and previous experience of ISO9001 and ISO14001 Quality Assurance Processes (desirable)
  • Background in engineering consulting or construction preferred
  • Good understanding of international working and business operations of a global consultancy.
BENEFITS: RED offers a variety of benefits, including but not limited to:
  • 23 days annual leave rising to 28 days annual leave over 5 years’ service
  • Holiday purchase and buy back scheme
  • Hybrid Working
  • Contributory company pension scheme
  • Healthcare Scheme via salary sacrifice (Company funded cover is dependant on level)
  • Non-contractual bonus awards
  • Training sponsorship
  • Charity volunteering leave
  • Wellness days/ initiatives.
  • Salary commensurate with experience.
  • Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders.
  • We offer a comprehensive benefits package and are an equal opportunities employer.
*This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.