Team Secretary

Job Title: Team Assistant
Location:London, City

Role Purpose
To provide highly efficient team assistant support to a team within our department. This role will be working with a team of fee earners, ranging in seniority, within the Building Consultancy team. You will also be providing wider support for the Building Consultancy team, based both the City and West End, where required.

Key Responsibilities
*Responsible for all monthly billing for the team as well as creating invoices, ensuring the distribution of them for payment, reconciling income, disbursements (via the WIP), reporting and managing the monthly income and reporting back to the team head as well as chasing payment of any outstanding invoices, where required.
*Setting up projects using internal system, PeopleSoft, and learning this system thoroughly - ensuring AML checks and Conflict of Interest checks are completed.
*Learning all other systems within the company that are used within Building Consultancy.
*Creation of PowerPoint presentations and pitches from scratch to a high standard.
*An understanding of the team's priorities including diary management. This involves organising travel (including itineraries), client and internal meetings, lunches and dinners, expenses management.
*Effective "gate keeping": managing all incoming communication (including phone calls, voicemail etc.), efficiently establishing priorities and ensuring that all correspondence and enquiries are processed in an accurate, professional and timely manner.
*Being "one step ahead", i. knowing where they need to be, when and with the right paperwork in hand.
*Supporting the team typing, amending, formatting and binding reports using Word, Excel, PowerPoint and PDF.
*Preparation of outgoing correspondence and various other documents.
*Full management of filing/e-filing, the creation and archiving of new/old project


Person Specification/Requirements
*Prior Team Assistant/Secretarial experience.
*Excellent IT skills: Excel, Word, Outlook and PowerPoint (production of high-quality documents, reports and correspondence, diary and email management in Outlook).
*Excellent understanding of business finance.
*Maintain a positive and helpful attitude.
*Ability to prioritise and act on own initiative.