Administrative Assistant

som; Greater London; On-site; GBP 40,000 - 65,000; Full time

Job summary

SOM is seeking an experienced executive administrative professional to support senior leadership in London. The role involves managing calendars, travel, meetings, and communications with internal teams and external partners.

The successful candidate will have a four-year degree, 5+ years of experience, and superb organizational and communication skills. This role requires proactive task prioritization and meticulous attention to detail in a fast-paced firm.

Qualifications

• 'Completion of a four-year undergraduate degree or equivalent corporate experience.'
• 'Minimum of 5 years experience as executive administrative professional or equivalent knowledge, skills and abilities.'
• 'Demonstrates highly proficient interpersonal, written and communication skills.'
• 'Possesses organizational and technical skills as well as the ability to anticipate the needs of Senior Leadership.'

Responsibilities

• Assist the Senior Leadership and Project Managers with complex diary management and logistics.
• Manages and coordinates multiple calendars, both individual and team specific
• Assist the wider team of Associate Principals and Associates with administrative support as required including scheduling of meetings, preparation of meeting minutes; business correspondence, printing, photocopying etc.
• Prepares all travel arrangements and documentation; prepares and submits visa applications when necessary.
• Schedules external meetings and assists with set-up of conference rooms, including food and beverage when required, video conferencing, and Zoom meetings.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.
• Ensures architectural licenses are updated and accurate along with maintaining AIA credits for recording, in tandem with the Licensure Department.
• Responsible for organizing tasks by level of urgency. Ensure the day-to-day tasks are well organized and efficient.
• Perform other support tasks as assigned, including timesheets, expense reports, excel workbooks
• Dedicates necessary time beyond scheduled hours (including last minute requests) as required to meet business commitments.
• Preparing letters of invitation for visiting guests.
• Completion of expense reporting, timesheets weekly.
• Maintaining contacts list.
• Assist with organisation and coordination of client and staff events as and when required

Skills

Interpersonal skills

Written communication

Organizational skills

Anticipation of needs

Education

Four-year undergraduate degree or equivalent corporate experience

Tools

Microsoft Office

Google Workspace

Database management

Contact management systems

Job description

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm. We value those who are passionate aboutexcellence, innovation, integrity, inclusivity, and collaboration. Together we can achieve great things.

Success at SOM Means

• Ideas: We believe in a meritocracy of ideas. We look to everyone to actively contribute to the discourse in the firm.
• Knowledge: We believe that expertise is the result of lifelong learning. We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.
• Product: We strive for excellence in the concept, quality, and delivery of our work.
• Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work. Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.
• Team: We value the power of interdisciplinary integration. A positive team culture in which everyone collaborates openly towards common goals is essential.
• Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.

Position Responsibilities

• Assist the Senior Leadership and Project Managers with complex diary management and logistics.
• Manages and coordinates multiple calendars, both individual and team specific
• Assist the wider team of Associate Principals and Associates with administrative support as required including scheduling of meetings, preparation of meeting minutes; business correspondence, printing, photocopying etc.
• Prepares all travel arrangements and documentation; prepares and submits visa applications when necessary.
• Schedules external meetings and assists with set-up of conference rooms, including food and beverage when required, video conferencing, and Zoom meetings.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.
• Ensures architectural licenses are updated and accurate along with maintaining AIA credits for recording, in tandem with the Licensure Department.
• Responsible for organizing tasks by level of urgency. Ensure the day-to-day tasks are well organized and efficient.
• Perform other support tasks as assigned, including timesheets, expense reports, excel workbooks
• Dedicates necessary time beyond scheduled hours (including last minute requests) as required to meet business commitments.
• Preparing letters of invitation for visiting guests.
• Completion of expense reporting, timesheets weekly.
• Maintaining contacts list.
• Assist with organisation and coordination of client and staff events as and when required

Minimum Qualifications

• Completion of a four-year undergraduate degree or equivalent corporate experience.
• Minimum of 5 years experience as executive administrative professional or equivalent knowledge, skills and abilities.
• Demonstrates highly proficient interpersonal, written and communication skills.
• Possesses organizational and technical skills as well as the ability to anticipate the needs of Senior Leadership.
• Sophisticated computer skills with experience for research and communication; databasecreation and management; contact management systems and advanced Microsoft Office and Google Workspace.