Team Assistant (Bristol)

ROLE RESPONSIBILITIES

The role of the Team Assistant is a varied role to ensure a high standard of general studio management at all times including administration, studio management, team assistant support to Directors, Associate Directors and Executive Group. The role carries a range of responsibilities to suit someone highly organised and diligent, working efficiently and independently to ensure the smooth running of the Bristol studio.

Team Assistant Support

• Diary management for the Directors and Associate Directors as required
• Arrange UK and International travel, accommodation, and event bookings for all employees as required
• Booking couriers, taxis & airport transfers, and general travel for all
• Arrange internal and external meetings & lunches as required
• Exec Group support with events, activities, and their presentations
• Electronic filing and managing documents

General Studio Administration and Management

• Assist in maintaining project documents, client letters, file notes, and meeting minutes
• Support teams compiling bid content, CVs, and quality assurance documents for projects
• Support with Marketing and Social media activities and promotions
• Support the team in preparing for document issues – printing, collating, filing, booking couriers etc.
• Maintain electronic filing systems for records, correspondence, and other material
• Meeting room bookings and prepare refreshments & order lunch as required
• Studio visitor management: logging visitors, greeting visitors
• Answering the main switchboard calls and taking messages, transferring calls as appropriate
• Managing stationery supplies
• Managing kitchen supplies including stocking up on biscuits, sugar, and coffee and replenishing and updating kitchen utilities as required
• Coffee machine/water boiler/water dispenser maintenance
• Ensuring the studio is of a presentable standard at all times, including kitchen area, meeting rooms, break out space
• Liaise with building management/landlord to report issues and to manage repairs
• Directing postal items including incoming and outgoing mail
• Liaise with the cleaning contractor to ensure appropriate cleaning standards are maintained throughout the studio
• Liaise with and arrange ongoing studio maintenance such as heating, cooling, and PAT Testing
• Liaise with IT team to provide equipment and technical updates to the studio
• Assist with compiling data e.g. energy bills for annual Carbon Assessments, and other aspects related to ongoing Audit reviews

Please email your CV to: bristolcareers@chapmantaylor.com quoting reference: CT/B/023/TeamAssistant