Team Admin Assistant

SAOTA is seeking a proactive, highly organised Team Admin Assistant to support our Team Leaders with high-level administrative coordination. This is a critical role in ensuring operational efficiency, smooth scheduling, and day-to-day team support in a dynamic, creative studio environment.

If you’re detail-driven, calm under pressure, and enjoy being the organisational backbone of a busy team, we’d love to hear from you.

About the Role

You will provide key administrative support to Team Leaders, manage diaries and travel logistics, coordinate internal and external meetings, and ensure team-wide processes run smoothly. You’ll also contribute to maintaining SAOTA’s systems, procedures, and professional standards. While your primary focus will be supporting specific Team Leaders, you will also assist other teams and departments as needed.

Key Responsibilities

  • Diary Management: Schedule and manage meetings, conferences, teleconferences, and travel arrangements for Team Leaders.
  • Meeting Preparation: Follow up on prep work, ensure documentation is ready, and take accurate minutes.
  • Administrative Support: Maintain email inboxes, databases, and generic responses; assist with team timesheets, overtime tracking, and approval processes.
  • Office & Travel Coordination: Arrange travel and Forex; order stationery; prep for client visits and meetings (e.g. lunch, boardroom setup).
  • Project Support: Book 3D renders, track deadlines and deliverables, and assist with team programme management.
  • Compliance & Systems Oversight: Ensure adherence to SAOTA standards and policies, and support the maintenance of SACAP records and CPD tracking.
  • Occasional Personal Assistance: Provide ad hoc personal support to Team Leaders when required.

Essential Criteria

  • Minimum 3+ years’ experience in a similar administrative or team support role.
  • Advanced Microsoft Office proficiency (especially Outlook, Word, Excel).
  • Excellent communication skills, both written and verbal.
  • Fast and accurate typing and minute-taking skills.
  • Strong attention to detail, excellent organisation, and time management.
  • Proven ability to multitask under pressure and maintain discretion and confidentiality.
  • Friendly, professional, and confident when dealing with team members, clients, and external contacts.
  • Comfortable working independently, using initiative, and contributing to a team environment.
  • Uncapped 20Mbps (up/down) minimum Internet Connectivity line.
Why Join SAOTA? At SAOTA, we design globally recognised architecture while fostering a workplace culture of excellence, collaboration, and professional growth. As Team Admin Assistant, you’ll play an essential role in supporting our creative leaders and helping the studio run smoothly behind the scenes.
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