Personal Assistant & Administrator

Hoare Lea LLP; Cardiff; On-site; GBP 25,000 - GBP 35,000; Full time

Job summary

A prominent engineering consultancy is seeking a PA/Administrator to support directors and engineering teams in Cardiff. The successful candidate will manage high-volume inboxes, organize meetings, and assist with report updates. Strong organizational skills, confidentiality, and excellent communication are essential. You will be part of a supportive admin team, contributing to ensuring high-quality administrative support across multiple projects. An extensive benefits package is offered, including private medical cover and a flexible working schedule.

Benefits

Private medical cover

Electric vehicle salary sacrifice scheme

Stock options

Up to 30 days of annual leave

Qualifications

• Ability to prioritize, organize, and multi-task effectively.
• Excellent communication skills, both written and verbal.
• Strong interpersonal skills with the ability to deal with individuals at all levels.

Responsibilities

• Provide PA and administrative support to directors and engineers.
• Organize client meetings and manage diaries using Microsoft Outlook.
• Assist with report updates and document formatting.

Skills

Prioritization

Team Spirit

Confidentiality

Communication

Organizational Skills

PC/IT Skills

Tools

Microsoft Office Suite

Job description

Hoare Lea is a human-centric and planet-conscious engineering consultancy. We offer intelligent and sustainable solutions to complex design challenges for the built environment throughout the UK and further afield.

We provide a wide range of engineering and consultancy services, including acoustics, air quality, building services (MEP), fire, lighting, security and sustainability to name but a few. Together, our highly skilled teams use technical expertise and problem-solving skills to bring buildings to life. We ensure that whatever the building, its design is outstanding, and its operations meet the needs of the communities it serves.

We are as committed to providing an environment where everyone can realise their unique potential. So, in joining Hoare Lea, you will experience a business that enriches your knowledge, supports your wellbeing, and welcomes your individuality. You’ll have the opportunity to participate in our 9-day fortnight scheme, thriving community groups, varied social and networking events, and extensive professional and technical development schemes. We also offer an extensive benefits package, including private medical cover, electric vehicle salary sacrifice scheme, stock options, and up to 30 days of annual leave.

Whatever your ambitions or circumstances, our aim is to enable everyone to develop their knowledge, give their best, and enjoy what they do.

About the role

We have an exciting opportunity for a PA/Administrator to join a passionate team of award-winning professionals at Hoare Lea, whose responsibilities will include both a personal assistant role to some of our directors and providing high-quality administrative support to the team, with a strong focus on managing and actioning high-volume inboxes.

This role supports directors and engineering/consulting teams (MEP, Sustainability and Operational Assets) rather than traditional reception/front of house duties.

This role is based in our Cardiff office, but you will be joining a friendly admin team who are predominantly based in our Bristol office.

The Southwest admin team is responsible for providing extensive administrative support to our engineers in the Southwest Business Unit based in Bristol and Cardiff.

Key Responsibilities

• Provide administrative and PA support to our MEP, Sustainability and Operational Assets engineers, including team leaders and Directors as required
• Organise meetings, liaising with all levels of clients and staff
• Liaise with team members over the phone, via email and Teams and actioning requests as appropriate
• Assisting with report updates as required. Documents can be large and complex and can involve working to tight deadlines
• Assisting the Executive PA in the execution of her duties as and when required
• Assist in arranging client meetings, liaising with all levels of clients and staff
• Support with the management and coordination of diaries using Microsoft Outlook
• Manage emails and incoming mail, actioning as appropriate
• Update and maintain group CVs for use in tender documents
• Assist with employee inductions, liaising with Team Leaders as necessary
• Supporting with travel arrangements to include trains, flights, and accommodation
• Help prepare letters, fee proposals, capability statements, presentations, reports, and schedules ensuring they are formatted to the Hoare Lea brand. Documents can be large and complex and can involve working to tight deadlines
• Assist with the completion of expenses for the Directors
• Answer overflow calls from the main Bristol reception at busy periods
• Assist with organising marketing/business development functions and events
• Support the Tetra Tech Business Coordinator with the effective running of our office and administrative duties, this might include organising catering, preparing drinks for meetings in the office, as and when required.

About you

• Ability to prioritise, organise sand multi-task where necessary
• Good team spirit, desire to take part and get involved
• Ability to remain confidential and show integrity
• Confident communicator in both written & verbal with strong interpersonal skills - must be able to deal with individuals at all levels
• Ability to manage expectations
• Good eye for detail, confident and able to gain respect quickly
• PC/IT skills – excellent working knowledge of MS Office suite to include Microsoft Word, Excel, and PowerPoint; internet skills and email proficiency required
• Reliable team member with flexible approach

Additional Information

The successful candidate will be a good ‘all-rounder’, and adaptable to the varying demands of the role. You will have excellent communication and interpersonal skills with the ability to deal with the needs of internal staff and external contacts, the ability to build relationships with a variety of personalities is essential. Strong organisational skills and the ability to multi-task with a calm manner will be key to your success. A positive disposition with an adaptable and willing attitude towards their working day is fundamental.

How to apply

To apply simply complete a CV profile and submit your application, or for further information please contact [e-mail]

If shortlisted, one of our recruitment team will be in touch to arrange a introductory call (about 30 minutes) to discuss the role and your experience in more detail. From there, successful candidates will be invited to attend a panel interview, either via Microsoft Teams or in person at one of our offices.

Adjustments and accommodations

If there are adjustments or accommodations that we can put in place to help you participate and give your best at any stage of the recruitment process (whether relating to disability, neurodivergence or anything else) please let us know.

Data privacy

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Recruitment agencies

We have a Preferred Supplier List of trusted partners who assist us when required. We do not acknowledge speculative CVs or unsolicited candidate introductions from agencies not on the list.