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  • 2021
  • August
  • Our Edinburgh Studio is looking for an Administrative Assistant

Our Edinburgh Studio is looking for an Administrative Assistant

Our Edinburgh Studio is looking for an Administrative Assistant

Our Edinburgh studio is looking for an Administrative Assistant to join our expanding team!

Secretarial and Administrative Support

  • Provide a high quality secretarial and organisational support service working closely with one other admin assistant
  • Word processing correspondence and reports
  • Prepare presentations
  • Organise and maintain effective filing systems
  • Keep and maintain an accurate record of papers and electronic email correspondence
  • Responsibility for dealing with maintenance of office equipment and ordering stationery
  • Email and Phone Call Management
  • Filter general queries, phone calls and invitations by redirecting or taking forward such contact as appropriate
  • Develop and maintain effective electronic email filing systems
  • Diary and Travel Management
  • Ensure busy diary commitments and travel arrangements are managed effectively including assessing priority of appointments, reallocation as necessary and troubleshooting problems
  • Conduct weekly diary meetings with the directors to discuss upcoming engagements, invitations, and other requests
  • Coordinating and arranging video and conference calls
  • Liaise with relevant individuals and external organisations to arrange meetings, organise schedules, prepare agendas and draft minutes
  • Making travel arrangements and booking accommodation
  • Meeting and Event Management
  • Provide support for an extensive range of meetings.
  • Planning, managing, and organising client and staff events and providing administrative support such as sending invitations, booking venues and arranging transportation

Bid Support

  • Assist in the preparation of bid submissions including formatting of documents, selecting images, identifying CVs and sourcing case studies
  • Production of bid presentation material
  • Ensure all bids are submitted timeously and are of consistent quality as per client instructions
  • Follow directors' instructions on any other bid tasks

Social Media

  • Update and post all relevant social media posts and assist in the update of the website in conjunction with other colleagues in the office.


  • Self-motivated, proactive, a quick learner, highly organised and able to work on their own initiative with minimum supervision. Familiarity working in a dynamic environment is necessary. Furthermore, excellent communication, coordination skills and ability to deal confidentially with information are important.
  • A minimum of five years admin experience in a professional and demanding environment requiring tact, judgment, and discretion in handling internal and external contacts. Experience within the construction/architectural sector would be advantageous.
  • Use of the Adobe Creative Suite including InDesign and Adobe Acrobat.
  • Advanced Microsoft Office suite skills (Word, PowerPoint and Excel).
  • Excellent typing skills, good computer literacy speed and accuracy essential.
  • Strong organisational skills with the ability to maintain balance among multiple priorities, with attention to detail and quality delivery.
  • Proven ability to work under pressure and to tight deadlines.
  • Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy.
  • Strong interpersonal skills and the ability to build relationships.
  • Experience of diary management, researching and booking of travel and accommodation.
  • Take-up of additional responsibilities and challenges.
  • Proactive and flexible in approach.

Please apply by submitting your resumé along with a covering letter to edinburgh@jmarchitects.net or S1 Jobs. If applicable, please feel free to attach any relevant examples of previous work up to a maximum size of 3MGB.

No agencies please.

jmarchitects is enthusiastically committed to promoting equality and diversity.

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