Executive Secretary

City Of London
£38500 per annum, Benefits: £4,500 Flexi-Benefits allowance
17 Oct 2016
24 Oct 2016
Dylan Coote
Job Title
Industry Sector
Banking / Finance
Contract Type
Full Time
Executive Secretary
£38,500 + £4,500 benefits allowance  


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.

  • 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


  • 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
  • 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

Monday to Friday 9:30am to 5:30pm 

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