Executive Secretary

Executive Secretary
£38,500 + £4,500 benefits allowance  
City

 
THE COMPANY:

Our client, based in Central London, is a Japanese trading investment company, they are currently looking to an Executive Secretary to provide efficient and professional executive secretarial support to the CAO/CFO and Director/Senior Adviser.


THE ROLE:

• Undertake all secretarial and administrative duties for CAO/CFO and Director/Senior Adviser.
• Responsible for efficient diary management ensuring Outlook schedules are accurate and up to date
• Arrange internal and external meetings and conference calls as required
• Obtain the appropriate sign off on documents when required ensuring that they are signed or co-ordinated in a timely manner
• Participate (when appropriate) in team and project meetings, prepare minutes of meetings and follow up on some of the actions agreed as/when directed
• Follow-up of cyclical document submissions to various meetings and Bumantanto
• Type up reports from audio recordings
• Editing and technical manipulation of complex and long Word documents
• Prepare Power point presentations
• Responsible for organising travel arrangements: arrange flights, hotel, visas (where required)
• Occasional arrangement of management participation in conferences or seminars
• Manage flow of incoming correspondence
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers to ensure instant retrieval of documents
• Maintain Contact Database (Access)
• Provide secretarial cover to Managing Director during the absence of PA to MD
• Co-ordinating general affairs and other duties requested by management and greeting visitors/guests as required
• Organise hospitality/catering for visitors
• Processing expenses for CFO/CAO and Director/Senior Adviser and office disbursements/invoices via SAP/Concur

 

THE PERSON:

ESSENTIAL:

• Proven track record in a senior secretarial or executive assistant role
• Experience of working for a large corporate organisation
• Proven ability to prioritise and use initiative to undertake tasks with the resilience to follow through
• Professional verbal and written communications skills
• Excellent interpersonal manner, including tact and diplomacy
• Ability to build effective working relationships with clients and colleagues in a multicultural environment
• Ability to work efficiently and as part of the wider Managing Directors Office
• Attention to detail and eye for accuracy
• Conscientious, reliable with ability to multi-task and cope well under pressure
• Excellent time keeper with willingness to learn and take on additional responsibility
• Able to multi-task and manage work to deadlines and expectations
• Proficient in Microsoft Office applications, with strong skills in Word and Powerpoint
• Strong audio typing skills

DESIRABLE:

• Ability to prioritise and schedule own work
• Demonstrates initiative to work independently on day to day basis
• Ability to cope well under pressure and a capacity for hard work
• Reliable, flexible and willing to work overtime as and when required
• Knowledge of Japanese culture and customs

HOURS OF WORK
Monday to Friday 9:30am to 5:30pm 


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