CV, Practice Manager, PA Looking Globally

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Serial No: 43042

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Skills keywords: co-ordination, manager, office manager, personal assistant, personal/executive assistant

Short Bio:

Highly motivated, with the ability to work on a diverse range of tasks which require a lot of prioritising, and ensuring jobs are completed concisely and on time. I am rather partial to order and systems, however working ad hoc is also a strength I have demonstrated over the years, throughout my various positions.
I feel my professionalism and personality equip me to be able to easily adapt to any working environment.
I am able to project and people manage efficiently.

Current location:  Scotland, United Kingdom - View on map

Nationality: British

Preferred Sector of Employment:  media and design, Oil, Gas and Energy, Admin and Clerical

Spoken languages: english

Location I am interested in working: Anywhere

PROFILE

Throughout my employment I have worked in a variety of roles, progressing to Studio and Practice Manager positions. I have worked closely with all levels of staff in the various organisations in which I have been employed.

My strengths would include; working to deadlines, good communication skills of which I am able to assess appropriate ways in which to use these, multi-tasking and prioritising workloads, and enjoying being challenged and learning new skills.

I have developed; strong administrative and staff management skills, sound computing skills in many Office packages, the ability to use InDesign, and can work both on PC and Mac.

I am keen to progress my career, and am extremely willing to adapt to new challenges and roles.

EMPLOYMENT HISTORY

Practice Manager
Four-by-Two Consultants Ltd. – Interior Design and Architectural Practice
April ‘15 – February ‘16 (Redundancy)

Previously there was no administrative position within the Edinburgh office (the Edinburgh branch increased from 9 to 27 staff within 2015 + 2016) and therefore the role involved;

 Establishing the requirements of the office, and also how I could assist, company-wide.

 Creating systems/organising files, gathering and localising information (e.g. creating an Edinburgh administrative server)

 Handling Human Resources for the Edinburgh office.

 Establishing H+S procedures, etc. and ensuring staff adhered to these, and the office was compliant with legislations.

 Liaising with directors and staff to ensure all requirements, queries etc. are handled with appropriately.

 General administrative/office management tasks.

In addition, the office expanded within the building, and there were two renovations/stages of the move.

This involved;

 Management of liaising with contractors, services, staff/directors etc.,

 Overseeing the process and ensuring timings ran smoothly.

 Making purchases for the various stages, from dealing with timber merchants, to buying new office equipment.

 Managing the budget.

 Ensuring minimal staff disruption, and the co-ordination of the staff on the impacting days of the moves.

Studio Manager/PA to Directors
Speirs + Major LLP. – Lighting Design Studio
June ‘07 – April ‘15

 Ensuring the smooth running of the Studio, allowing the designers a consistent working environment, and the point-of-call for any administrative issues.

 PA to Directors within the Edinburgh studio, and assisting the Director in the London studio when required.

 Creating and submitting fee proposal submissions for large international projects, and liaising with clients throughout the process.

 Creating project specific brochures for potential projects using InDesign.

 Co-ordination of two studio moves. The first to reduce the office from a very large 15-year occupancy premises, to a shared office. The second, a complete refurbishment of a premises, and the subsequent move. Both requiring co-ordination with; the directors, staff, contractors, utilities etc. to ensure timings and tasks were efficient and desired outcomes achieved with minimal disruption.

 Collating project images and information and the submission of awards.

 Assisting with, then latterly sole responsibility of HR duties within the practice (Edinburgh and London).

 Supervising administrative assistant.

 Project Invoicing/Credit Card Collation/Petty Cash.

 Overseeing H & S procedures within the studio.

 Liaising with Clients and Professional Institutions where appropriate, and on behalf of the directors.

 Complex international travel arrangements for all members of staff in studio.

Secretary/Administrator/Receptionist
Keppie Design Ltd. – Architectural Design Practice
September ‘05 – June ‘07

 Secretarial/PA Duties for Directors and Associates.

 Telephone calls – switchboard, call list maintenance.

 Drafting, copy/audio typing of letters, faxes, minutes.

 Greeting clients and visitors.

 Photocopying, scanning, filing.

 Handling Petty Cash.

 Email use and maintenance of Generic Account.

 Organisation of meetings/car hire/travel/accommodation.

 Maintaining E-calendar/Boardroom Diary.

 Dealing with incoming/outgoing mail.

 Project/ administration filing.

Youth Leader
Highland Council – Worked for the Nairn Youth Club
November ‘03 – February ‘05

 Supervising children.

 Organising activities (arts & crafts, music, events, games).

 Suggesting/supporting positive play.

 Encouraging inclusion.

 Adhering to Child Protection and H&S regulations.

 Maintaining a happy, positive and secure environment.

QUALIFICATIONS

HNC Social Care PASS

SCE Higher B Geography, C English,  C Human Biology

SCE Standard Grade PASS 7 at credit level

UK TEFL PASS 20 Hour training course

OFFICE SKILLS

 MS Office packages; Outlook Word, Excel, Powerpoint

 InDesign

 Copy typing

 Audio typing

 Touch typing

 Approx. 50 w.p.m.

 PC + Mac usage