Job Description
Purpose of the role: Adminstrative support to whole team
Reporting to: Office Manager and Partners
Overview of the role: providing regular and ad hoc administrative support to our whole team.
Typical responsibilities:
Phone and door answering; greeting visitors and guests
Making teas and coffees for meetings
Partners’ diary management; organise and schedule meetings, making travel arrangements
Keeping office tidy and presentable. Stock taking of provisions etc
Assisting with organising and running events and parties
Some business development responsibilities, e.g. updating our CRM database (Hubspot), Sales tracker and other specialist apps.
Assistance to Office Manager as required, e.g. opening and distributing mail and some assistance with book-keeping matters
Maintaining office equipment to ensure smooth office functionality and arranging maintenance as required
Assisting with finding new members of staff – running our pre interview processes and dealing with Agents.
Occasionally assisting with measured surveys
Maintaining the office samples and brochures library
Distributing magazines etc
Assisting in drafting fee proposals and other presentation documents
Admin tasks for projects:
Printing presentation documents and binding
Document control, incl filing documents received
Miscellaneous administrative tasks associated with our projects
CDM administrative duties as part of our Principal Designer role
Competencies
Technical
Competent and skilled at using:
Mac OS
Microsoft Word
Microsoft Excel
Microsoft Outlook
Adobe InDesign
Hubspot
Collaboration
Client-facing: represents the practice professionally and competently
Communicates well with clients and other collaborators
Excellent English language skills; drafting professional emails and documents
Develops growing business development skills
Recognises potential issues before they become a problem; communicates promptly with senior colleagues
Helpful, reliable and friendly; approachable with a proactive and positive attitude; sensitive to others
Co-operative and receptive to feedback
Management
Office Management experience desirable
Takes personal responsibility and is accountable for own actions
Ensures no task is undertaken without first agreeing a 'SMART' brief.
Manages day-to-day workload effectively
Aware of the Pareto Principle and able to implement its lessons
Organised and tidy; meets agreed deadlines
Practice development
Understands and is engaged with the practice's vision and contributes towards achieving its goals
Proactively seeks new opportunities to expand personal and professional development and willingly shares new-found knowledge and skills with colleagues
To apply
If this position is of interest to you, please email your CV and portfolio to us (maximum attachment size 5Mb). We receive a large number of applications; as a consequence we will only look at applications received that answer the following questions:
1) Why do you want to come to work for Lees Associates?
2) In what position/role are seeking to join us?
3) What skills and personal attributes do you have that we can benefit from?
4) What are your career goals and how do you plan to accomplish them?
5) Tell us something interesting about yourself.
Only after we have received your replies to these questions will we open your CV and take your application to the next stage, which will normally be a short telephone interview.
Please send your application to careers@leesassociates.com, with the subject line: “RECRUITMENT – FIVE QUESTIONS”.