Personal Assistant to Directors

Heyne Tillett Steel is an award-winning structural and civil engineering practice with a reputation for intelligent design and innovative, practical and sustainable solutions. Based in central London and established in 2007 by directors Andy Heyne, Mark Tillett and Tom Steel, the practice now has over 180 people. We are currently working on exciting and innovative projects throughout the UK for many leading developers and architects.

Heyne Tillett Steel is an Employee Ownership Trust. We are committed to the development and success of our staff and maintaining the ethos of the practice. If you want to be part of a friendly and dynamic team, then we want to hear from you.

We are currently looking for a Team Coordinator and PA to the Founding Directors to join our team on a 12 month fixed term contract .

The right candidate will need to have relevant experience working in the engineering/architecture sector.

PA Responsibilities:

• Diary management for 2 Founding Directors
• Life management from time to time (including health appointments, car insurance, passports etc)
• Liaising with clients, consultants, and other external contacts
• Assisting with ad hoc personal tasks and administrative tasks such as filing. scanning, printing
• Completing timesheets and filing expenses
• Liaising with the appointments and operations teams to assist with Director input or decisions needed
• Assisting Bid manager with information needed for submissions
• Coordination of events and bookings – With Marketing/FOH
• Working with FOH when arranging travel logistics
• Facilitating the signing of NDAs (Non-Disclosure Agreements)
• Taking team meeting minutes, typing up notes and distributing actions
• Working independently with initiative, self-motivation, and proactivity
• Maintaining a high level of flexibility, responsibility, discretion, and confidentiality.

TC Responsibilities:

• Field and respond to queries as well as dealing with day-to-day requests.
• Dealing with expenses and team purchases, including courses and training.
• Producing bid documents, Fee proposals and PQQs.
• CDM, H&S questionnaires
• Putting together companywide presentations.
• Organising biannual reviews for staff and director/ associate teams.
• Site research – initial desktop site research for potential, new and existing jobs using various sources and the purchasing of asset information for the sites.
• Undertaking project research at Archives and researching bomb maps, aerial photos, historical maps, borehole records, asset location searches and general site history to create an in-depth research report.
• Maintaining searches catalogue and sharing with the rest of the TA team.
• Being proficient at electronic and paper project filing.
• Photo editing / art working / sketching where needed
• Scanning, printing, binding.
• Recording companywide meetings and uploading to HTS TV, deleting old videos on HTS TV.
• Covering all other TAs when on leave / sick / Out of Office.

Skills and Experience:

• High level of discretion
• Strategic, highly organized and able to handle a fast-paced environment
• Experienced and committed to a career in personal assistance
• Proficiency in Adobe InDesign, Microsoft Office Suite (Excel, Outlook, PowerPoint, Word)
• Familiarity with other Adobe packages
• Ability to effectively manage information from various team members and integrate it into the wider teams’ workflow.

This role offers an exciting opportunity for a seasoned PA and Team Coordinator to work closely with our Directors in a dynamic structural and civil engineering practice with the opportunity for this role to develop.

The successful candidate will play a pivotal role in ensuring the smooth operation of the Directors' schedules and support the overall functioning of the TC team.

Heyne Tillett Steel is an equal opportunities employer and is committed to promoting a diverse and inclusive workforce.