Team Secretary

Team Secretary

£32,000 + Travel

City

 

THE COMPANY

 
Our client, based in the heart of the City, is the parent company of specialist insurance businesses with operations in Europe, the US, Asia and Australia.  They currently require a Team Secretary to provide comprehensive secretarial and administration support to the team.



THE ROLE:

• Provide complete and accurate administration service to the team including: drafting / sending letters, memos, facsimiles, emails, as well as printing, scanning documents, file management, distributing departmental mail and dealing with routine correspondence and enquiries.
• Act as first point of contact for both internal and external clients wishing to contact the team.
• Arrange internal/external meetings including: booking meeting rooms/venues; booking & setting up telephone or video conferencing equipment and lunch/refreshment arrangements; liaising with training providers where necessary.
• Co-ordinate travel arrangements. This includes booking flights, accommodation, producing itineraries, liaising with internal and external clients and arranging foreign currency and passport/visas where applicable.
• Produce PowerPoint presentations for meetings and seminars.
• Organise papers and reports for meetings.
• Process expenses for team.
• Provide diary management support for the team as appropriate, including: acceptances/declines for meeting requests, act as “gatekeeper” to meeting requests, ensuring adequate preparation and travel time is allotted.
• Provide a time management service for the team to ensure effective use of their time.
• Meet and greet visitors.
• Order/maintain office supplies as appropriate.
• Maintain absence, attendance and annual leave reports where required.
• Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team.
• Assist other members of the team when required.
• Manage ad hoc tasks/projects as requested by the team.

 

THE PERSON:

 

Education and Qualifications

• Educated to ‘A’ level/High School graduate or equivalent
• Professional secretarial qualifications desirable

Skills and Abilities

• Strong communication skills, both verbal and written
• Advanced in all Microsoft Office programs. Access skills are advantageous but not essential
• Motivational skills
• The ability to manage time, meet deadlines and prioritise
• Excellent understanding of organisational processes
• Accurate and numerate

Knowledge and Experience

• Proven secretarial / administration experience
• Experience of arranging complex travel plans and itineraries
• Experience of working with people across multiple locations

Aptitude and Disposition

• Outcome focussed, self-motivated, flexible and enthusiastic
• Professional approach to successfully interact with managers/colleagues and external suppliers
• Team player as well as the ability to use own initiative
• Concern for quality
• Information seeking
• Customer focus
• Team working
• Problem solving
• Time management
• Relationship building
• Communication skills

Detail orientated

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EQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.

 

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