Senior Administrator / PA to Director

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.