Team Secretary
2 weeks ago
We are recruiting for a Team Secretary / Personal Assistant in IFS on a permanent basis. The role will provide high quality, efficient secretarial and administrative support as well as efficient PA support to our busy team in Scotland/London with the opportunity to support a Partner. The role will involve working closely with our existing support team who are an integral part of the success of I&FS.
**Key responsibilities include**:
**Team Secretary/PA duties**
- Proactively setting up meetings with senior financial executives at financial institutions/insurance companies and C-Suite contacts.
- Updating online sales management tools to track pipeline activity and client meetings to assist in reaching monthly client meeting targets.
- Maintaining contact database for new clients/mailings within Dynamics, identifying and adding new contacts to build I&FS mailing list and using LinkedIn.
- Coordinating and organising all meeting requests and arranging necessary resources/rescheduling where required.
- Collating background information, presentation packs and other material for internal and external meetings.
- Preparing agendas, correspondence and presentations using standard templates.
- Minute taking, producing agendas, taking ownership of actions for an internal Operational area.
- Maintaining electronic based client files.
- Managing, prioritising and filing of mail inbox and diaries for selected senior individuals.
- Planning and arranging travel and accommodation requirements, producing and co-ordinating itineraries and travel plan/directions.
- Proactively keeping records of Continuous Professional Development for the team.
- Processing time recording, expenses and billing.
- Reviewing and distributing client correspondence, answering calls, processing messages/actions.
- Coordinating regular weekly catch up meetings with selected senior individuals you’re supporting (to proactively support them).
- Assisting in preparation of regular publications/newsletters.
- Assisting with co-ordination of client events, marketing events, seminars and client receptions.
- Proactive diary, appointment and travel plan management to support the Heads of, along with some other PA duties.
**General**
- Developing good rapport and relationships with executive assistants at our client’s to promptly coordinate meetings.
- Supporting the team with all administrative matters and occasionally providing front of house cover as required (training on this is provided)
- Supporting other secretarial staff within the firm, from time to time, together with ad hoc secretarial duties.
- Adhering to the firm’s Information Security standards, policies and procedures.
**Qualifications, skills and attributes**
- Educated to GCSE or equivalent level in English, or with equivalent experience.
- High level of accuracy and attention to detail.
- Excellent planning, time management and organisational skills.
- Adept at learning new systems, processes and procedures.
- Team working focused, and also able to work autonomously when required.
- Proactive with a flexible approach to solving problems.
- Demonstrates initiative and works with high degree of discretion and integrity around confidential matters.
- Excellent interpersonal and communication skills (verbal and written).
- Resilient and calm under pressure
- Relevant experience in the provision of support to senior team members, including diary management and travel arrangements.
- Able to produce reports, presentations and various other communications in line with internal standards
- Experience of setting up client meetings.
- Systems knowledge, such as Dynamics, or similar.
- Understanding of good practice within a professional office environment.
We work alongside employers, trustees and financial services institutions, offering independent pensions, investments, benefits and risk consulting services, as well as data and technology solutions.
That's the who and the what. More important is the 'why'. The work we do may not always seem the sexiest. But it's difficult, it's complex, and it's important. We help our clients, their employees, members and customers make decisions that have real and direct consequences on their financial futures.
For 100 years we've taken this responsibility seriously. Together, as a team and with our clients and partners, we're here to build better futures.
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