Administration Assistant in London

Administration Assistant

Gatwick / Covenant Garden

Part time: 20 hours a week

Job Summary:

In this role, you will provide administrative support requiring a high degree of professionalism, accuracy, sound judgment, initiative, discretion, and knowledge of business protocols. You will manage a variety of routine and complex tasks, including coordinating travel arrangements, preparing expense reports, composing correspondence, and supporting operational activities. Success in this role requires the ability to anticipate needs, adapt to changing priorities, and maintain efficient day to day operations in a dynamic environment. The position supports both a London based project and the broader Tower House team, with project responsibilities expected to account for approximately half of the role's daily workload.

Major Responsibilities:

• Performs routine to complicated administrative duties of a responsible and confidential nature, under minimal supervision
• Handles routine and complicated items independently and anticipates problems and changing priorities
• Receives and screens phone calls and visitors and directs them to the appropriate parties.
• Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications.
• Reviews accuracy and format of outgoing documents which require manager approval.
• Coordinates requests from client, manager, and in-house staff
• May handle facility coordination and badge issuance.
• Other administrative tasks as required.
• Duties require accuracy, judgment, a moderate degree of initiative, discretion, diplomacy, and knowledge of protocol; Works with confidential information
• Maintains a file of important matters for the managers attention upon return
• Anticipates changing priorities and problems, alerting the manager as required
• Coordinates travel arrangements and travel itineraries; Prepares detailed expense reports using Concur or other expense report software as required
• Composes routine correspondence for appropriate signature; Reviews outgoing correspondence to ensure accuracy and proper format; May be required to send documents to the client’s document management system
• Assists in coordinating internal and/or external meetings, maintaining calendar for responsible manager using Outlook or other calendar software, as appropriate
• Compiles and distributes conference notes and meeting minutes, and the action items that result from the conferences and meetings
• Coordinate events and meetings requiring catering for project events or visits from GBU leadership.

Education and Experience Requirements:

• Requires 2-4 years of related experience.

Required Knowledge and Skills:

• Candidate must have the right to legally work and remain in the UK.
• Demonstrated skills in oral and written communication in English.
• Approaches changing priorities with flexibility and a positive mindset, contributing across a variety of tasks and responsibilities as needs evolve from day to day.
• Familiarity with Microsoft Word and Excel.
• Must be able to demonstrate advanced proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.
• Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax.
• Must be able to work in a fast-paced environment with a strong ability to multi-task.
• Must be willing and able to work overtime with little or no notice.
• Strong organizational skills and the ability to prioritize administrative deliverables.