Vacancies

PA to the Directors

Guildford

RED is an award-winning building services design consultancy.  We are looking for an experienced PA to join our friendly, fast paced and creative working environment. 

With a minimum of 5 years' experience in providing support at director level, the ideal candidate will possess excellent organisational, office, diary and time management skills and the ability to work to deadlines. 

In addition, the ideal candidate will have advanced Microsoft Office skills, have experience in preparing lengthy presentations and client proposals, a good understanding of CRM/project management systems together with the ability to manage and track complex contractual documents.

The role is based on our Guildford office with the occasional requirement to travel into Central London.

Role Responsibilities 

Overall responsibility for the smooth running of the office, provide PA support to the Directors and delegated responsibility from the Business Services Director.

  • To provide PA support to office directors in conjunction with assisting in the smooth running of projects
  • General document production via dictation, shorthand, or audio transcription
  • Reproduction of letters, reports, minutes, and timely processing of general correspondence
  • Project duties: acting as main point of contact for project related tasks including compilation and formatting of specifications, reports, presentations, document printing and binding, etc.
  • Assisting the director and wider team collating and responding to bids within set deadlines
  • Review and management of procurement portals ensuring new opportunities are distributed to the relevant teams
  • Arranging domestic and international travel arrangements, preparation of itineraries and insurance documentation
  • Diary and Mailbox management
  • Supporting conference and client event management activities
  • Organising and storing paperwork, documents, and computer-based information
  • Dealing with incoming email and post/scanning documents
  • Preparation of Board and Management Reports and ensuring the Directors are well-prepared for meetings and have necessary documentation and briefing papers
  • Responsible for coordinating internal office briefings and company communications meetings
  • Liaising with clients including arranging marketing meetings, welcoming, and looking after visitors, checking and managing director e-mail account
  • Management of local Desk booking system and weekly reporting to Directors
  • Flexibility to assist director and his team in meeting business/project deadlines
  • Organising audio and video conference calls for director(s)
  • Reconcile monthly corporate credit card activity on a monthly basis
  • Support Ethics and Risk compliance processes and preparation of necessary paperwork
  • Audit and administration of holiday entitlements, other absence leave requests, expenses, and timesheet procedures for director(s)/team
  • Support project QA compliance and document filing
  • Maintaining and updating of Contact Relationship Management Database (CRM)
  • Conducting research into specific matters as required and reporting findings

 Role Requirements

  • Minimum 6 years’ previous Board Director Level P.A. experience
  • Business Management degree desirable
  • Previous experience working within an international organisation essential, desirably within a consultancy environment
  • Previous experience in supporting the compilation of complex bid and pre-qualification tenders
  • Previous experience in using online project/practice management systems (desirable)
  • Proven experience of fostering a good office environment while closely working with counterparts in other office locations
  • Trustworthy, with a mature approach to tasks and the ability to maintain confidential information
  • Possess exemplary time management, multi-tasking, detail-oriented and organisational skills while able to work independently
  • Proficient in the management and organisation of busy and complex diary and travel arrangements
  • Ability to prioritise own workload
  • Accuracy/excellent attention to detail
  • Hours flexibility (able to carry out overtime at short notice)
  • Excellent interpersonal and communication skills both written and oral
  • Proven experience of operating in a structured and process orientated environment
  • Ability to delegate and manage junior staff members
  • Ability to work to tight deadlines
  • A European language capability (desirable)
  • Understanding of engineering terms (desirable)
  • Understanding and previous experience of ISO9001 and ISO14001 Quality Assurance Processes (desirable)
  • Background in consulting or construction preferred.
  • Good understanding of international working and business operations of a global consultancy.

Culture & Values

  • As a PA with a company-wide profile, your role will embody the values and culture of the company internally and externally to drive efficiency, performance and team working in a rapidly evolving consultancy.
  • Lead team and junior employees and colleagues in a manner that connects employees with the company’s purpose, demonstrates alignment with company values, and imbeds company culture.
  • Act in an ethical manner and follow the principles of the Ethics Charter and Ethics in Practice Guidelines of the Group
  • Champion the leadership behaviours needed to build a high-performance team with a diverse, engaged employee demographic adaptable to change.
  • RED operates an agile and professional office working environment, based around collaboration and openness.
  • Excellent welfare facilities and a friendly – award winning - inclusive workforce.

Benefits

Salary is commensurate with experience.
Our people work in friendly teams, we offer a comprehensive benefits package and are an equal opportunities employer.
The role will ideally suit UK nationals and we are unable to offer sponsorship at the present time.

Interested applicants may send their resume to careers@red-eng.com
NO AGENTS PLEASE.

Location: Guildford

Region: Europe

Salary: Competitive

Ready to join the team?

If you think you have what it takes to join an award winning team and help RED continue its exciting journey, we want to hear from you.