Administration Assistant

Our client is a highly respected specialist consultancy that provides expert advice on heritage, planning, development, and environmental matters across a diverse range of projects.

Due to continued growth and an increasing volume of work, they are seeking an experienced and proactive Administration Assistant. This is a pivotal position within the business, acting as the organisational backbone of the office and ensuring projects, documentation, schedules, and day-to-day operations run efficiently.

Roles & Responsibilities Executive Support

• Provide dedicated administrative and diary support to the Director.
• Manage a complex and changing schedule, including meetings, appointments, site visits, and project commitments.
• Coordinate meeting logistics, prepare agendas and supporting documentation.
• Assist with correspondence, email management, and follow-up actions.

Project Administration

• Maintaining project files, records, and documentation.
• Formatting and issuing reports, proposals, submissions, and expert witness documentation.
• Coordinating project documentation and ensuring records are current and accessible.
• Supporting consultants with administrative requirements throughout the project lifecycle.
• Assisting with the preparation and organisation of documentation associated with Land and Environment Court matters.

Office Administration

• Manage incoming calls and direct enquiries appropriately.
• Coordinate office supplies, stationery, and stock ordering.
• Oversee general office administration and facilities requirements.
• Assist with onboarding administration and other business support activities.
• Maintain a professional and efficient office environment.
• Provide ad hoc support across the wider team as required.

Team & Culture Support

• Coordinate internal meetings and team events.
• Assist with office-wide communications and initiatives.
• Support a positive, collaborative, and professional workplace culture.
• Identify opportunities to improve administrative processes and efficiencies.

Skills & Experience

• 4+ years experience in an Administration Assistant, Executive Assistant, Team Assistant, Office Coordinator in a corporate environment.
• Strong organisational and time management skills with the ability to manage multiple competing priorities.
• Excellent attention to detail and commitment to accuracy.
• Highly proactive and able to take ownership of tasks with minimal supervision.
• Professional, approachable, and confident dealing with stakeholders at all levels.
• High level of discretion and confidentiality.
• Intermediate to advanced Microsoft Office skills, including Outlook, Word, and Excel.
• Experience supporting a professional services, consulting, legal, planning, engineering, architecture, or similar environment will be highly regarded.