Dezeen Jobs

Richard Parr Associates (RPA) is looking for an executive assistant to join its team on a 12 month maternity contract in Gloucestershire, UK.

RPA is a RIBA chartered architectural practice that works with design-led and knowledgeable clients on exciting and exquisite private residential and hospitality projects within the UK.

This role is office based and integral to the smooth running of the practice which has two studios – Gloucestershire and London – and is a 30-strong team. Full training will be provided as well as a handover period with the executive assistant.

This will be a full-time position however four days a week will be considered depending on the candidate’s experience in a similar role. There is also an opportunity to continue beyond 12 months on a part time basis.

Richard Parr Associates responsibilities:

• oversee the general day-to-day operations of both studios to ensure everything is running efficiently. This includes but is not limited to reception duties, maintaining supplies, managing correspondence, general office  troubleshooting 
• oversee and maintain internal systems such as coordinating with IT  support, managing software licenses and phone systems
• responsible for various aspects of HR management including recruitment  and onboarding of new employees, managing employee records, and  administering employee benefits
• prepare and export monthly/quarterly reports using HR software, including  staff timesheets and expenses, client charges, mileage, and printing costs
• logging company invoices and responding to any queries from the  bookkeeper
• organise an engaging CPD programme and regular cultural events for the  team
• actively participate in planning and executing events and networking  dinners in the London studio
• with the assistance of a director, manage external communications agency  on all aspects of marketing, press and PR opportunities
• CRM system management
• maintain materials library and assist in ordering/compiling samples boards  for client presentations
• with the assistance of a director, produce and format various client facing  documents including project proposals and company presentations
• ensure health and safety measures are being adhered to
• prepare and export team resourcing documents as well as tracking  outgoing correspondence to clients
• regularly liaise with senior management to ensure design reviews and  client presentations are diarised so all deadlines can be met (both internally  and externally)
• monitor brand development, ensure company guidelines are being  adhered to and everyone is aligned with the practice’s core values
• maintain a positive atmosphere for all team members and identify any  issues that may arise
• ensure the company car is maintained and book travel for team members when required
• the ‘go-to’ support person for the design team for any ad-hoc tasks or  administration

PA to founder responsibilities:

• diary management (both personal and business) ensuring a strong understanding of their priorities and responsibilities. Maximising time and  managing conflicts with limited referral
• serve as the primary point of contact (both internally and externally) on the  majority of matters, including those of a highly confidential or critical nature
• anticipate their needs in advance of any meetings or travel
• organise visa applications for travel and arrange flights, transfers, and  accommodation
• occasional personal errands, eg. grocery shopping, restaurant bookings  – arrange maintenance on vehicles
• print, scan and/or file personal documentation
• process business expenses and accurately log time on RPA projects
• order pet supplies and arrange vet appts. Ensure food/water supplies  stocked up for one dog and one cat during working hours
• arrange and renew domestic services such as utilities and insurance (car  and pet etc)
• troubleshooting whenever personal ad hoc problems arise

Estate Management responsibilities:

60 acre organically farmed estate comprising of one primary home, three residential lets, two business lets and one holiday let. The farm manager lives on site and is caretaker of the agricultural land and livestock.  

• first point of contact for any visitors, contractors, deliveries.  Issue quarterly invoices for a commercial tenancy
• manage ongoing maintenance in all properties and the wider estate/grounds. This includes but is not limited to housekeeping, window  cleaning, gardening, alarm maintenance
• coordinate tenancy changeovers with the letting agent and organise any  repairs/maintenance required
• facilitate any larger projects within the properties eg. kitchen/bathroom  renovations; arrange contractors, order supplies, oversee works etc
• manage holiday let bookings, organise/prepare supplies prior to check-in,  and ensure cleaning standards are maintained
• monitor rural payments agency account and explore new opportunities.  This includes the basic payment scheme and countryside stewardship claims, managing ongoing agreements and grants
• manage insurance renewals
• manage account and cashflow, pay invoices and keep a log for the  accountant

Skills required:

• a proactive attitude, confident in working both independently and as part of  a close-knit team
• extremely well organised, able to multitask and respond to an  ever-changing workload, prioritise and manage expectations
• problem solver with the ability to pre-empt and spot issues and offer sound  resolutions
• excellent verbal and written communication skills with a strong command  of the English language
• competent in Microsoft Office, experience in Adobe Suite is an advantage but not essential (InDesign and Photoshop specifically)
• enjoy working in a creative/design environment
• minimum two years’ experience in a similar role

Salary is negotiable depending upon experience.

www.richardparr.com

• Applications have closed.