Job Description

We are an Interior Design and Architecture firm, working primarily in the hotel industry. Based in London, we have projects in London, Europe, Japan, and the US. We are a 20 person team. Our two Directors require bespoke support as the business grows and expands. This is a newly created role - we have not had a PA before, so we are looking for someone experienced who can make the role their own.

Key Responsibilities

Maintain absolute secrecy, confidentiality and discretion in regard to all the Director's work.

Manage and maintain the Director's email account(s), filtering emails, highlighting urgent correspondences, proactively drafting replies and replying where necessary to book appointments.

Drafting emails from voice notes in the Director's voice.

Manage and maintain the Director's professional and personal diary, ensuring sensible timing and achievability.

Arranging all professional and personal travel, necessary visas and accommodation and, occasionally, travelling with the Directors where necessary, to take notes or dictation at meetings or to provide general assistance during presentations.

Assist the Directors in the pitching process: produce presentations with the assistance of the Sales team.

Filter all: staff queries; team meeting requests; general information enquiries; phone calls and (reply to all) invitations to the Directors by prioritising, redirecting or taking forward such contact as appropriate. Keep a shared note-taking software up to date to track key pending meetings and requests.

Analyse, annotate and submit the Directors expenses on a monthly basis to the Finance team to ensure compliance.

Track the Directors Sales and Business Development, including leads and new contacts in master network spreadsheet and on LinkedIn, and maintain the CRM software (Tiny+) up to date with new and ahcnging inforamtion relating to Business Development and Client Management

Ensure the Directors are well-prepared for all meetings, ensuring all necessary presentations, biographies of people he meets, briefings, paperwork, information are prepared in advance of any meeting.

Constantly innovate and propose smarter, more efficient ways of working.

Devise and maintain office systems, including data management and filing.

What we're looking for

Must have experience in Design sector, or adjacent industry (architecture or construction for instance)

Experience in a Personal, Team or Executive Assistant role.

Excellent verbal and written communication, with strong drafting skills.

Strong IT skills -- highly proficient with Microsoft Office and experience of AI tools.

Preferably some knowledge of the design or architecture industry fundamentals

University graduate

High levels of discretion and confidentiality

Exceptional administrative and organisational skills

Excellent attention to detail

Proactive, resourceful and shows initiative

Flexibility and resilience

Experience in a Customer Service and/or Sales role

Driven and ambitious

Desire to learn within Commercial/Sales/Business Development, and eventually grow into these roles in the company

Benefits

Discretionary bonus scheme
9 day fortnight in summer, office closed every other Friday June, July, August
Enhanced maternity / paternity leave
Pension
Long service paid sabbaticals
extra +5days off for Christmas shutdown
Core hours
Hybrid working

Job Types: Full-time, Permanent

Pay: 45,000.00 per year

Benefits:

Additional leave Casual dress Company events Enhanced maternity leave Enhanced paternity leave Health & wellbeing programme Sabbatical Sick pay UK visa sponsorship
Work Location: In person