PA / Team Secretary
- Recruiter
- Cobalt Consulting (UK) Ltd
- Location
- Scotland, Edinburgh
- Salary
- £20000 - £25000 per annum + benefits
- Posted
- 24 Oct 2016
- Closes
- 02 Nov 2016
- Ref
- AMM1266297
- Contact
- Cobalt Recruitment
- Job Title
- Team Secretary
- Industry Sector
- Property
- Contract Type
- Permanent
- Hours
- Full Time
PA / Team Secretary
Edinburgh
Competitive Salary
A Global Commercial Real Estate Services company have an immediate requirement for a PA / Team Secretary to join their Edinburgh office. The role will be to provide PA duties to the Head of Office and Head of the Business Space Team, and to provide secretarial support to the Business Space Team, comprising of six surveyors.
Role Profile;
To provide a whole range of secretarial and organisational support to Edinburgh's Head of Office (10% of time) and to the Business Space team (90% of time) to enable it to execute the firm's strategy and business plan and to provide best in class service.
Core Responsibilities;
- PA to the Edinburgh Head of Office, managing diary, undertaking correspondence, booking travel, and liaising with the Scottish Region Managing Director and Management Team.
- Work with the wider administrative team in the Edinburgh office, ensuring that all common administrative tasks for the running of the office are undertaken to a high standard. In addition, to undertake a share of these duties.
- Provide team secretarial role for the Business Space team, supporting them in delivering their business plan objectives.
- Undertake all appropriate audio typing and desktop publishing assignments including pitches, reports, documents, letters, and emails. This function is supported by offsite digital dictation facilities.
- Act as a focus for booking of meeting rooms and provision of appropriate catering for meetings and on site events.
- Undertake booking of travel, and selective diary management as required.
- Manage the team resources, including property brochures and literature / electronic documents supporting the team's activities.
- Manage the raising and issuing of fee invoices, monitoring and management of debt recovery, and recovery of costs.
- Support the day to day activities of the team, which requires flexible and pro-active reaction to demands of clients on behalf of whom the team is engaged. This can include everything from booking out keys for building inspections, through to attending building launch receptions supporting the on-site team.
- Management of the team files and filing.
- Telephone answering and fielding enquiries on behalf of team members not in the office.
- General secretarial support including faxing, photocopying, scanning, binding, archiving, post, file opening.
- Organising the induction of new team members, and ensuring that the resources available to the existing team are fully up to date and appropriate for work load.
Knowledge & Experience;
- High proficiency in all Microsoft programmes including MS Word, PowerPoint, Excel and Outlook. Audio typing experience and excellent typing speed essential.
- Ability to set up conference calls, meetings and Webex using the required technology.
- Client relationship management skills.
- Excellent business English both written and oral.
- Outstanding attention to detail is essential.
- Demonstrable secretary / PA experience.
- Excellent people management skills, in a pressurised environment.
- Experience of working in the property sector or in a financial / professional services firm an advantage.
Please apply with your most recent CV.
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