Team Secretary

1 week ago


Edinburgh, United Kingdom Hymans Robertson LLP Full time

We are recruiting for a Team Secretary to join our I&FS team. The role will see you provide high quality, efficient secretarial and administrative support to our busy team in Edinburgh. We have grown our team and recently recruited a number of consultants. 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**

**Secretarial duties**
- 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 meetings, where required.
- Minute taking, producing agendas, taking ownership of actions, and following up to completion
- 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.
- Processing expenses and billing in line with firmwide timescales.
- Liaise with other key stakeholders across the firm where appropriate, i.e., Finance and Dynamics 365 team

**General**
- Developing good rapport and relationships with key contacts 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)

**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 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).
- Relevant experience in the provision of support to senior team members, including diary management and travel arrangements.


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