Personal Assistant & Project Secretary

Tarrant Howl Ltd; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A well-established design-led architectural practice in Greater London is seeking a highly organised Personal Assistant & Project Secretary to support a Senior Director. In this vital role, you will manage diaries, correspondence, and provide project administration support. The successful candidate will have proven experience in similar roles, excellent organisational skills, and be comfortable in a fast-paced environment. This opportunity offers long-term stability and exposure to high-profile projects in a collaborative studio setting.

Qualifications

• Proven experience as a PA, Project Secretary or Senior Administrator, ideally within architecture.
• Highly organised with the ability to manage multiple priorities.
• Comfortable working in a fast-paced, deadline-driven environment.

Responsibilities

• Manage complex diaries and coordinate meetings across multiple locations.
• Prepare agendas, briefing materials, and follow-up actions for meetings.
• Act as the first point of contact for visitors, clients, and external contacts.

Skills

Organisational skills

Attention to detail

Communication skills

Discretion

Proactivity

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