Team Administrator (joint role)

Provide full administrative and secretarial support at a senior level to the Managing Director and the National Director for Project Management and the Project Management Team, ensuring the smooth management of their day-to-day affairs, and most effective use of their time. Handle sensitive, confidential and complex issues in a professional and objective manner. It is anticipated that the role will be 50:50 split between working with the Managing Director and the Project Management Director / Team as required.

The Role

• Maintain Director’s office systems, including data management and filing, updating contacts, etc
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports, and presentations for the Directors, organising meetings including preparing agendas, any meeting papers, and following up with attendees as required.
• PM team fee management, including internal recharges, working with the finance team and PM team members to ensure that fee forecasts are up to date, invoices are prepared, QA’d, and issued to clients in a timely manner.
• Supporting the finance team to ensure all project management related costs are recorded accurately and recharged to clients were appropriate.
• Assist with the induction of staff, completing starter/leaver forms and ensuring correct protocol is followed, such as monitoring distributed technical equipment and security issues.
• Assisting with scheduling events (both staff and client, making bookings and issuing invite etc)

Your profile

We are looking for someone who is a team player, outgoing, flexible, enthusiastic and ambitious.

• In depth knowledge of providing administration support to senior management level, with experience of working in/with a professional fee earning team.
• Competency in Microsoft Office is essential including Word, Excel & PowerPoint.
• MS Project is also required, though training will be provided for this.
• A growth mindset and a willingness to both embrace and become familiar with bespoke software packages required for team management and efficiencies.
• Ability to interact positively with colleagues, client representatives and consultants / contractors.
• Excellent communication skills and professional manner.
• Self-motivated and capable of planning, prioritising, and organising tasks and activities for self and team.
• Efficient with a good attention to detail.
• Displays initiative and able to take ownership of the role
• Ability to deal with sensitive information with discretion and maintain confidentiality.

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