EA/Practice Coordinator

Executive assistant for large architecture practice.
  • Salary: £50000-60000 per annum
  • Job type: Permanent
  • Location: London
  • Sector: Business Support
  • Job Ref: 47953

About this role

A leading architecture practice is seeking a confident and experienced EA to support the MD. As the firm is in a period of rapid growth, the role involves practice coordination duties. Someone who is comfortable managing a varied workload who is highly organised, resourceful and professional with the ability to work within a fast-paced and busy environment will be best-suited. EA experience, ideally within the built environment industry and a  passion or interest in design and architecture would be desirable qualities. 

Key Responsibilities

  • Coordinate MD's calendar and organise meetings, conference calls, catering, travel and accommodation.
  • Manage the workload of and activities for the MD.
  • Work closely with the MD to prepare for board meetings.
  • Manage email correspondence received and generated by the MD.
  • Coordinate cross-border internal and external meetings and teleconferences including liaising with clients and key business stakeholders.
  • Scope and assemble presentations for key client meetings and pitches.
  • Draft correspondence, letters, agendas and meeting minutes.
  • Reconcile expenses relating to all directors’ purchases and expenses.
  • Ensure the office is smoothly managed on a daily basis.
  • Report facilities problems to the appropriate staff.
  • Undertake purchasing on the company’s accounts.
  • Manage relationships with the wider company teams. 
  • Assist senior staff with business development activities and submissions.
  • Update and coordinate the office-wide project resource planning chart and annual leave calendar.

Skills and Experience

  • Demonstrable EA experience in a similar environment.
  • Previous experience in practice/studio coordination role desirable. 
  • Proficient in MS Office and InDesign; Sharepoint desirable. 
  • Excellent standard of written and spoken English.
  • Strong planning, time management and organisational skills.
  • Ability to make executive decisions, use own initiative and problem solve.
  • Calm and efficient when working under pressure.
  • Excellent interpersonal skills and effective and direct communication skills.

Laura Hoggan

Bio: Laura is originally from New Zealand and has a background in architecture and industrial design. After completing her studies, Laura moved into design consultant, project management and sales roles before relocating to London. She joined Bespoke Careers in March 2018 on the business support team, recruiting business support staff across the UK for the architecture & design industry.

+44 (0)207 24 24 909

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