Team Secretary/ PA

Team Secretary/ PA

Manchester

£21,000 - £23,000

My client, a Global Commercial Real Estate company have an immediate requirement for a Team Secretary/ PA to provide a whole range of secretarial and organisational support to the Project Management and Consultancy Team. The successful candidate will provide dedicated support to the Partner whilst also undertaking various business administration duties to support the team.

Core Responsibilities:

• Act as focal point of contact and an efficient liaison between colleagues and internal clients
• Be the gatekeeper to manage the time of the team - efficiently and proactively organise diary, appointments and travel
• Assist team in meeting their financial management including invoices, expenses, other invoices, billing etc
• Schedule, book and arrange resources for conferences, meetings, appointments and travel, following firm policies for contracting with external and internal suppliers
• Answer telephone and email queries promptly for absent team members
• Take accurate minutes at meetings when required
• Provide general office support including faxing, photocopying, filing, typing letters, scanning, binding, archiving, opening and disseminating post, dealing with queries when necessary
• Ensure equipment, facilities and stationary are maintained to optimum levels at all times
• Be flexible in order to undertake nominated/additional duties in order to ensure the smooth flow of work through the team or business units
• Organise induction of new team members, i.e. set up introductory meetings with colleagues and clients as appropriate, order IT kit, arrange team lunch, explain team procedures, etc

Knowledge & Experience:

• Highly proficient in all Microsoft programmes including MS Word, PowerPoint, Excel and Outlook. Audio typing experience essential.
• Must be able to multi-task and manage multiple priorities.
• Ability to set up conference calls 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.
• Experience working in the property sector or financial or professional services firm an advantage

Skills & Personal Qualities:

• Flexible in approach
• Proactive in assisting other colleagues when needed
• Can maintain high levels of confidentiality at all times.
• Positive attitude and willingness to help others even when it is not in your normal job responsibilities
• Pragmatic
• Able to build open and honest relationships