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For Companies At a Glance
- Tasks: Support directors and teams with administrative tasks and manage high-volume inboxes.
- Company: Join Hoare Lea, a human-centric engineering consultancy focused on sustainability.
- Benefits: Enjoy private medical cover, stock options, and up to 30 days annual leave.
- Why this job: Be part of a passionate team making a real impact in the built environment.
- Qualifications: Strong communication skills and proficiency in MS Office required.
- Other info: Dynamic work environment with opportunities for professional development and community engagement.
The predicted salary is between 30000 - 42000 £ per year.
About us
Hoare Lea is a human-centric and planet-conscious engineering consultancy. We offer intelligent and sustainable solutions to complex design challenges for the built environment throughout the UK and further afield. We provide a wide range of engineering and consultancy services, including acoustics, air quality, building services (MEP), fire, lighting, security and sustainability to name but a few. Together, our highly skilled teams use technical expertise and problem-solving skills to bring buildings to life. We ensure that whatever the building, its design is outstanding, and its operations meet the needs of the communities it serves.
We are as committed to providing an environment where everyone can realise their unique potential. So, in joining Hoare Lea, you will experience a business that enriches your knowledge, supports your wellbeing, and welcomes your individuality. You’ll have the opportunity to participate in our 9-day fortnight scheme, thriving community groups, varied social and networking events, and extensive professional and technical development schemes. We also offer an extensive benefits package, including private medical cover, electric vehicle salary sacrifice scheme, stock options, and up to 30 days of annual leave.
Whatever your ambitions or circumstances, our aim is to enable everyone to develop their knowledge, give their best, and enjoy what they do.
About the role
We have an exciting opportunity for a PA/Administrator to join a passionate team of award-winning professionals at Hoare Lea, whose responsibilities will include both a personal assistant role to some of our directors and providing high-quality administrative support to the team, with a strong focus on managing and actioning high-volume inboxes. This role supports directors and engineering/consulting teams (MEP, Sustainability and Operational Assets) rather than traditional reception/front of house duties. This role is based in our Cardiff office, but you will be joining a friendly admin team who are predominantly based in our Bristol office. The Southwest admin team is responsible for providing extensive administrative support to our engineers in the Southwest Business Unit based in Bristol and Cardiff.
Key Responsibilities
- Provide administrative and PA support to our MEP, Sustainability and Operational Assets engineers, including team leaders and Directors as required
- Organise meetings, liaising with all levels of clients and staff
- Liaise with team members over the phone, via email and Teams and actioning requests as appropriate
- Assisting with report updates as required. Documents can be large and complex and can involve working to tight deadlines
- Assisting the Executive PA in the execution of her duties as and when required
- Assist in arranging client meetings, liaising with all levels of clients and staff
- Support with the management and coordination of diaries using Microsoft Outlook
- Manage emails and incoming mail, actioning as appropriate
- Update and maintain group CVs for use in tender documents
- Assist with employee inductions, liaising with Team Leaders as necessary
- Supporting with travel arrangements to include trains, flights, and accommodation
- Help prepare letters, fee proposals, capability statements, presentations, reports, and schedules ensuring they are formatted to the Hoare Lea brand. Documents can be large and complex and can involve working to tight deadlines
- Assist with the completion of expenses for the Directors
- Answer overflow calls from the main Bristol reception at busy periods
- Assist with organising marketing/business development functions and events
- Support the Tetra Tech Business Coordinator with the effective running of our office and administrative duties, this might include organising catering, preparing drinks for meetings in the office, as and when required.
About you
- Ability to prioritise, organise and multi-task where necessary
- Good team spirit, desire to take part and get involved
- Ability to remain confidential and show integrity
- Confident communicator in both written & verbal with strong interpersonal skills - must be able to deal with individuals at all levels
- Ability to manage expectations
- Calm & patient disposition
- Good eye for detail, confident and able to gain respect quickly
- PC/IT skills – excellent working knowledge of MS Office suite to include Microsoft Word, Excel, and PowerPoint; internet skills and email proficiency required
- Reliable team member with flexible approach
Additional Information
The successful candidate will be a good ‘all-rounder’, and adaptable to the varying demands of the role. You will have excellent communication and interpersonal skills with the ability to deal with the needs of internal staff and external contacts, the ability to build relationships with a variety of personalities is essential. Strong organisational skills and the ability to multi-task with a calm manner will be key to your success. A positive disposition with an adaptable and willing attitude towards their working day is fundamental.
How to apply
To apply simply complete a CV profile and submit your application, or for further information please contact aureliacherradi@hoarelea.com. If shortlisted, one of our recruitment team will be in touch to arrange an introductory call (about 30 minutes) to discuss the role and your experience in more detail. From there, successful candidates will be invited to attend a panel interview, either via Microsoft Teams or in person at one of our offices.
Adjustments and accommodations
If there are adjustments or accommodations that we can put in place to help you participate and give your best at any stage of the recruitment process (whether relating to disability, neurodivergence or anything else) please let us know.
Data privacy
We have updated our terms and conditions for candidates, click here to find out more.
Recruitment agencies
We have a Preferred Supplier List of trusted partners who assist us when required. We do not acknowledge speculative CVs or unsolicited candidate introductions from agencies not on the list.
Personal Assistant/Administrator in Cardiff employer: Hoare Lea
Contact Detail:
Hoare Lea Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Personal Assistant/Administrator in Cardiff
✨Tip Number 1
Network like a pro! Reach out to your connections on LinkedIn or even in person. Let them know you're on the lookout for a PA/Administrator role at Hoare Lea. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Prepare for that introductory call! Brush up on your knowledge about Hoare Lea and their projects. Think about how your skills can contribute to their mission of providing sustainable solutions. Show them you’re not just another candidate!
✨Tip Number 3
Practice makes perfect! Get a friend to do a mock interview with you. Focus on those key skills they’re looking for, like organisation and communication. The more comfortable you are, the better you'll shine during the real deal!
✨Tip Number 4
Don’t forget to follow up! After your interview, shoot a quick thank-you email to express your appreciation for the opportunity. It’s a great way to keep yourself fresh in their minds and show your enthusiasm for the role!
We think you need these skills to ace Personal Assistant/Administrator in Cardiff
Some tips for your application 🫡
Tailor Your CV: Make sure your CV reflects the skills and experiences that match the PA/Administrator role. Highlight your organisational skills, attention to detail, and any relevant experience in managing inboxes or supporting teams.
Craft a Compelling Cover Letter: Use your cover letter to tell us why you’re excited about joining Hoare Lea. Share specific examples of how your past experiences align with our values and the responsibilities of the role.
Show Off Your Communication Skills: Since this role involves liaising with various stakeholders, demonstrate your strong written communication skills in your application. Keep it clear, concise, and professional while still being personable.
Apply Through Our Website: We encourage you to apply directly through our website for a smoother process. It helps us keep track of applications and ensures you don’t miss out on any important updates from our recruitment team.
How to prepare for a job interview at Hoare Lea
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Personal Assistant/Administrator at Hoare Lea. Familiarise yourself with their focus on supporting MEP, Sustainability, and Operational Assets teams. This will help you tailor your answers to show how your skills align with their needs.
✨Showcase Your Organisational Skills
During the interview, be ready to discuss specific examples of how you've managed high-volume inboxes or organised complex meetings in the past. Highlight your ability to prioritise tasks and maintain a calm disposition under pressure, as these are key traits they’re looking for.
✨Communicate Confidently
Since this role involves liaising with various stakeholders, practice your communication skills. Be prepared to demonstrate your ability to interact confidently with individuals at all levels, both verbally and in writing. Consider preparing a few questions to ask them about their team dynamics.
✨Emphasise Your Team Spirit
Hoare Lea values a good team spirit, so during the interview, share experiences that showcase your collaborative nature. Talk about times when you’ve worked effectively within a team, supported colleagues, or contributed to a positive work environment.
