SUMMARY:
Senior Administrator / PA to Director
POSITION INFO:
We are seeking an experienced Senior Administrator \/ Personal Assistant to provide high-level administrative and executive support to a Director within a fast-paced, project-driven professional environment. This is a senior and trusted position requiring excellent organisational ability, discretion and sound judgement. The successful candidate will manage the Director's diary, meetings, travel, correspondence, documents and follow-up actions while maintaining professional relationships with clients, consultants, contractors and internal teams. KEY RESPONSIBILITIES Manage the Director's complex and frequently changing diary. Prioritise meeting requests, resolve scheduling conflicts and protect time for important commitments. Coordinate internal and external meetings, including venues, virtual links, catering and supporting documentation. Prepare agendas, briefing packs, reports, presentations and other meeting material. Attend selected meetings, take accurate minutes and record decisions, responsibilities and deadlines. Track outstanding action items and follow up with the relevant parties until completion. Screen and manage calls, correspondence and requests directed to the Director. Draft, edit, format and proofread letters, reports, presentations and general business correspondence. Serve as a professional point of contact for clients, consultants, contractors, suppliers and internal teams. Arrange local and international travel, including flights, accommodation, transfers, visas and itineraries. Maintain confidential electronic records, correspondence, meeting files and document-control systems. Assist with proposals, tenders, submissions and deadline tracking when required. Process and track expenses, invoices, purchase requests and supporting documentation. Coordinate client functions, workshops, presentations and leadership events. Provide administrative support for selected Director-led projects and organisational initiatives. Maintain strict confidentiality regarding commercial, operational and personal information. MINIMUM REQUIREMENTS Previous experience in the architectural, engineering or construction industry is essential. Candidates without relevant AEC-industry experience will not be considered. At least seven years' relevant administrative or executive-support experience. A minimum of three years' experience supporting a Director, Partner or C-suite executive. Proven experience managing complex diaries, executive travel, meetings, minutes, correspondence and action tracking. Advanced proficiency in Microsoft 365, particularly Outlook, Word, Excel, PowerPoint and Teams. Excellent written and spoken English. Strong business-writing, proofreading and minute-taking skills. Experience maintaining accurate electronic records and confidential information. Strong organisational skills and the ability to manage competing priorities and deadlines. Excellent attention to detail and administrative accuracy. Professional presentation, discretion and sound judgement. Ability to remain calm, adaptable and solution-focused in a demanding environment. Willingness to provide occasional support outside normal working hours when required. QUALIFICATIONS A relevant diploma or degree in Office Administration, Business Administration, Management or a related field would be advantageous. Substantial relevant experience will also be considered. PREFERRED EXPERIENCE Experience supporting proposals, tenders, client presentations or formal submissions. Experience coordinating international travel. Experience working with clients, consultants, contractors and multidisciplinary project teams. Experience supporting an executive across multiple offices or time zones.
