Personal Assistant & Project Secretary

Tarrant Howl; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

A respected architectural practice in Greater London is seeking a highly organised and proactive Personal Assistant & Project Secretary to support a Senior Director. This role combines traditional PA duties with comprehensive project administration in a fast-paced, client-facing environment. Ideal candidates will have proven experience, excellent communication skills, and proficiency in Microsoft Office. This position offers long-term stability and exposure to high-profile projects within a collaborative studio environment.

Qualifications

• Proven experience as a PA, Project Secretary or Senior Administrator, ideally within architecture.
• Professional, discreet and confident dealing with senior stakeholders and clients.
• Experience supporting architectural or design projects is advantageous but not essential.

Responsibilities

• Managing complex diaries and coordinating meetings across multiple locations.
• Preparing agendas and follow-up actions for meetings.
• Acting as the first point of contact for visitors and clients.
• Providing full project secretarial support, including document control.
• Assisting with fee proposals and bid documentation.

Skills

Highly organised

Attention to detail

Strong written and verbal communication skills

Discretion

Proactive and solution-focused

Tools

Microsoft Office

Digital document management systems

Job description

We’re working with a well‑established, design‑led architectural practice seeking a highly organised and proactive Personal Assistant & Project Secretary to support a Senior Director within the business. This is a key support role in a fast‑paced, client‑facing environment, combining traditional PA duties with comprehensive project administration.

The successful candidate will play a central role in ensuring the smooth day‑to‑day operation of senior leadership commitments, while also supporting live architectural projects and wider studio administration.

The Role

You’ll act as the primary point of support for a Senior Director, managing diaries, correspondence and meetings, while also providing high‑quality project secretarial support across multiple commissions. The role requires discretion, attention to detail and confidence working with senior stakeholders, clients and consultants.

Key responsibilities include :

• Managing complex diaries and coordinating meetings across multiple locations and time zones
• Preparing agendas, briefing materials and follow‑up actions for meetings
• Acting as the first point of contact for visitors, clients and external contacts
• Managing inboxes, correspondence, reports and project documentation
• Providing full project secretarial support, including document control, filing and issuing information
• Maintaining accurate project and client records across internal systems
• Assisting with fee proposals, bid documentation and prospective project tracking
• Coordinating domestic and international travel, including itineraries and logistics
• Supporting client events, conferences and internal studio activities
• Assisting with expenses, timesheets and general office administration

About You

• Proven experience as a PA, Project Secretary or Senior Administrator, ideally within architecture, construction or professional services
• Highly organised with excellent attention to detail and the ability to manage multiple priorities
• Professional, discreet and confident dealing with senior stakeholders and clients
• Strong written and verbal communication skills, including document proof‑reading and formatting
• Comfortable working in a fast‑paced, deadline‑driven environment
• Competent with Microsoft Office and digital document management systems
• Proactive, solution‑focused and able to work independently as well as part of a team
• Experience supporting architectural or design projects is advantageous but not essential

Why This Role?

This is an excellent opportunity to join a respected design practice in a trusted support position, offering variety, responsibility and long‑term stability. You’ll work closely with senior leadership, gain exposure to high‑profile projects, and play a vital role in the smooth running of a collaborative studio environment. For more information, please contact Stewart Howl at Tarrant Howl, or apply online to register your interest.