Secretary/PA

Our client is the leading independent property consultancy in the UK offering agency and professional advice across Commercial, Residential and Rural sectors.


Based in their Esher Office, the company's Finance department is looking to recruit a Secretary to provide personal assistance to the Head of Country, assist the Head of Country with fee earning, organise department events and general office management duties.

Responsibilities

Personal assistance

Diary management - Full control and maintenance of Head of Country's diary, making appointments and arrangements for all meetings as required.
Email management
Corporate travel arrangements & booking (where required)
Be a firewall for the Head of Country, filtering out unnecessary emails and calls, then either managing them personally or delegating to more appropriate team members.
Document preparation
Handling of private and confidential documents and information.
Typing of letters, emails, memos, minutes, schedules as required.
Filing/archiving, photocopying and confidential waste disposal.
Dealing with clients visiting the office in a polite, helpful and confident manner.
Attendance of and full and accurate minute taking of management meetings between Head of Country, Managing Partner and guests where appropriate, ensuring that action points are diarised and providing assistance in their completion.
Efficient preparation and timely distribution of agendas, with full papers required attached, and any subsequent minutes.
First point of contact for clients and brokers.
Accompanying the Head of Country to organise private and personal matters.
Be aware of team attendance i.e. know who is on holiday and off sick.
Act as an ambassador for the Head of London & Head of Country at all times and carrying out all personal assistant duties in a discreet, diplomatic and efficient manner.

Assisting Head of Country with fee earning

Assistant and administering fee generation (mortgages and protection) for Head of Country.
Have a good working knowledge of Momentum, Fact find and the overall sales process.
Assist the Head of Country to prioritise new business opportunities, and help them be delegate to the team as required, ensuring feedback is given.
Arrange client meetings (with lenders if required)
Help the Head of Country assemble files so that they can be signed off and handed to Admin. Including contacting clients to request or chase for outstanding information.
Manage and maintain the deal tracking spreadsheet where appropriate.
Where required, meet with clients independently of Head of Country to collect or deliver information.
Ensure that all client information is secure and shredded when no longer required.

Organisation of department events

Assist Head of Country with all lender, client and office head lunches, attending as required.
Assist Head of Country with the slides for Monthly Sales meeting.
Where required, help Managing Partner's PA with company events & department events.
Help ensure the department presents itself at all times in a professional manner to the rest of the company.