Junior Administrative Assistant

Junior Administrative Coordinator London SOM, one of the most influential design firms in the world, is seeking innovative, creative, independent, and critical thinkers who aspire to the highest standards of excellence. Join our collaborative design practice as a Junior Admnistrative Coordinator for the opportunity to build a strong and thriving career.

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm.

We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration. Together we can achieve great things.

Success at SOM Means Ideas:

• Ideas: We believe in a meritocracy of ideas. We look to everyone to actively contribute to the discourse in the firm.
• Knowledge: We believe that expertise is the result of lifelong learning. We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.
• Product: We strive for excellence in the concept, quality, and delivery of our work.
• Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work. Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.
• Team: We value the power of interdisciplinary integration. A positive team culture in which everyone collaborates openly towards common goals is essential.
• Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.

Position Responsibilities

• Manage and coordinate multiple Senior Leaders’ calendars and their corresponding logistics across multiple time zones while anticipating and resolving conflicts proactively.
• Prepare complex international travel arrangements and documentation including visa applications.
• Schedule external meetings and have overall responsibility for setting up and cleaning of meeting rooms, alongside video conferencing set up, catering preparation and hosting clients on arrival.
• First point of contact or all external contacts including clients and consultants via email and in person.
• Provide Reception assistance including screening all incoming telephone calls to the main office line and enquiries to the general office inbox.
• Assisting the Project Managers with complex diary management and logistics.
• Provide support for document preparation including printing, copying, scanning and binding, and manage delivery and shipping coordination with external vendors.
• Maintain contact databases, support budget management and credit card reconciliation.
• Assists senior Admin colleagues as needed.
• First point of contact in the office for clients/visitors.
• Prioritisation of workload by level of urgency.
• Ensure day-to-day tasks are well organised and efficient.
• Perform other support tasks as needed, including weekly timesheets and expense reports.
• Actively participate in and contribute to the office culture.

Minimum Qualifications

• 3 years experience as an administrative professional.
• Demonstrate highly proficient interpersonal, written and communication skills.
• Possess organisational and technical skills as well as the ability to anticipate the needs of their Managers.
• Strong computer skills using Microsoft Office and/or Google Suite.
• Demonstrable experience of complex travel arrangements.
• Previous experience in an architecture/engineering firm is highly desirable.

Benefits

• Opportunities to work on transformational projects
• Competitive salaries
• Health insurance
• Wellness
• Retirement and financial plans
• Other work/life plans

At SOM, we welcome and encourage diversity in the workplace. We believe an inclusive environment benefits our employees, our firm, and our community, while also enriching and challenging our own thinking about design.

We are proud to be an equal opportunity and affirmative action employer.

SOM consists of a diverse, interdisciplinary group of architects, engineers, planners, interior designers, and more. We hire talented people who are passionate about design and offer a rewarding career experience.

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