● 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