Graduate Team Secretary

This is a fantastic opportunity for a career secretary to join our client, who is an Investment Management/Accountancy firm based in the City of London. We are looking for a graduate team secretary to join the Transaction Services Team. 

Job description

you will be providing support to Partners and their team, including:

Business development and marketing duties

• Candidate must be able to design and develop Transactions Services business development marketing collateral including proposals, credentials, web content, brochures, tombstones (i.e. work won) and details of new team members, with support from the central teams
• Assisting with executing business development campaigns including overseas country visits; to include travel arrangements (flights, hotels and visas), organising and setting up meetings and keeping travel itineraries up to date

Proactive diary management to support Business Development campaigns

• Helping Partners/Directors enter data for the
• monthly new work list, this will then be collated into the Transaction Services new work list
• Creating and circulating monthly internal tombstones to the ABS departments

Event organisation

• To organise the annual Transaction Services Conference, including finding appropriate date that suits national team members, discussing requirements with venue and collating slides for the day
• To organise the annual Golf Day, including communication with the venue, hosts and guests. Candidate will be required to organise playing order, print off required documents, to attend the day and will be the point of call for all attendees
• To organise tickets for sport or event hospitality for colleagues and guests
• Arranging Transaction Services national team quarterly meetings and social event, and client and internal meetings. Preparing and collating all relevant documents and taking the minutes if required. Arranging client lunches / dinners in our private dining rooms

Managing risk control system

• Maintenance and monitoring of the department’s work control forms
• Executing Anti-Money Laundering procedures when setting up new client codes – it’s important that this task is taken on solely by the PA with as little input from the managers as possible

Client Interface

• Building strong relationships with clients, contacts and their secretaries
• Providing the client with polite, friendly and professional contact through all forms of communication
• Answering calls quickly and politely
• Passing callers to the appropriate person
• Taking accurate messages
• Dealing with general enquiries
• Monitoring voicemail and email for Partners

PA Duties

• Provide full administrative support to the Partners.   This includes (list is not exhaustive): diary management, arranging meetings, timesheet entries, travel bookings, expenses, monitoring email, conference registration, and other support as required
• Attending weekly team meetings and taking notes to circulate to national team

Administration

• Ad hoc secretarial and administrative duties, e.g. cheque requisitions, coding invoices, scanning, photocopying, searching Companies House and Land Registry websites, etc.

Ideal candidate will be degree educated, with excellent knowledge of Word, Excel and PowerPoint and preferably with prior experience of working within professional services.