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Team Secretary 9 month FTC

£30000 - £32000 per annum
London-West End
ROC Executive and Personal Assistants
13-08-2021 11:58 AM
Clare Oliver
My clients are a leading independent property consultancy in the UK their Valuations team is currently looking for a Team Secretary for the Retail Team within the Valuation Department. You will be responsible for providing an effective and efficient support service to the Team and also assisting the wider Support Team and ensuring the smooth running of a busy department.

Initially this is a 9 month contract with scope to go permanent.

Extensive and proactive diary management, organisation of internal/external meetings
Identification of any of the team's routine tasks and duties which could be delegated to yourself
Be proactive in reminding individuals of the team of meeting attendance and pre-empting needs for meetings - e.g. ensuring travel, paperwork, attendee lists, reports, files, pre meets are organised
Be confident in acting as a key liaison point between the senior managers and other key parties, setting up meetings as appropriate and maintaining good communications

Document preparation: Audio/Copy typing letters, memos, minutes, schedules, mail shots, presentations, pitching documents and reports
Coordinate and prioritise workload efficiently so each team member receives equal support
Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal with queries
Be aware of current projects and workloads to ensure the best possible service is provided to the team, clients and other internal departments

Wider Team Support
Be able to prepare PowerPoint presentations in accordance with marketing guidelines (guidance will be given) and produce documents incorporating PowerPoint slides
Pitching documents - assist in drafting and collating pitching material, including liaising with the marketing department to ensure consistency in format and branding

Telephone - All incoming calls to be answered promptly and ensure that all messages taken are accurate and passed onto the relevant personnel without delay
Filing/photocopying and general Ad hoc duties plus the disposal of confidential documents

Monitor the team's travel expenditure on a monthly basis

Assist with client events team
Arranging department/client events as requested

Professional experience and personal skills profile

Qualifications/Education Required.
5 years+ experience in a similar Senior role
Microsoft office skills: Word (Advanced), PowerPoint (Advanced), Excel, Outlook and
Audio - 55wpm+

Particular Aptitudes/Skills Required
Experience of working alongside senior staff members, with the confidence to identify tasks which you could alleviate
Ability to organise and prioritise a busy and fluid workload
Professionally presented at all times with a clear speaking voice
Confidence to use initiative to assist in the smooth running of the team
Extensive diary management experience
Use of complete discretion when dealing with confidential information
Good standard of English grammar, spelling, and takes pride in presentation of work
Flexible, adaptable, proactive and cooperative with the ability to remain calm under pressure
Have the necessary organisation skills to provide an efficient support service to the department
Dedicated, loyal, diligent and punctual with a tidy manner

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