Team Secretary

5 months ago

London, United Kingdom Rider Levett Bucknall Full time

Vacancy Salary
- **£Competitive**
- Vacancy Location
- **London**
- This is a _permanent_, _full time_ vacancy_. _

**THE VACANCY**

**Title**: Team Secretary
**Location**: London
**Reporting to**: Partner, Head of Carbon & Energy

This is a key role supporting the Partners, providing an efficient and responsive level of support and managing their time. The role will be responsible for complex diary management, travel arrangements, meeting preparation, production of documents, contracts, invoices and compliance items, and all other duties as required. The role will also provide administrative support to the wider team.

**Key Responsibilities**:

- Secretarial and Administrative support to the Partners and the wider team.
- Complex diary management - Proactively organising internal and external meetings, ensuring timely and accurate communication to all parties.
- Communicating at a range of levels both internally and externally with colleagues and clients.
- Arranging extensive and complex travel requirements both nationally and internationally, preparing detailed travel itineraries and arranging Visas.
- Arranging meetings, ensuring that catering and conference room facilities are booked.
- Assisting with the onboarding and training of new team members.
- Creating correspondence, reports and minutes.
- Document production - Responsibility for the production and creation of all documentation - BIDS, reports, power point presentations, printing, binding, and ensuring RLB branding and quality is adhered to.
- Processing Expense claims.
- Ensuring the team complete service reviews, time sheets and financial tasks / setting ready for invoicing within a timely manner.
- Setting up opportunities and contracts on the system/COR forms.
- Ownership and administration of Teams’ sites - Including monitoring usage, managing members, folders, documents, links, planners and providing best practice guidance.
- Being a point of contact for system enquires and providing system training.
- Creation of invoices and credit notes on D365.
- Liaising with Partners / Associates to ensure invoices are ready and have correct information before sending to clients. Issue draft invoices and follow up.
- Download invoices from F&O to One Drive and maintain clear storage.
- Update Fee Day Book and tracking invoices.
- Providing copies of invoices to clients and RLB as requested.
- Assisting with all other Administrative / ad-hoc duties as required.
- Previous strong experience in an Administrative role, ideally within the Construction sector for Consultancies.
- High level of IT competency, MS PowerPoint (Graphics), Excel, Outlook and word.
- Ability to use initiative and inject new ideas when preparing presentations.
- Able to think pro-actively and logically when arranging travel or diary management, considering the bigger logístical requirements.
- Proactive, adaptable to quick / last minute changes in diary, flexible, persistent and focused.
- High attention to detail and strong organisational skills.
- Must maintain a high level of discretion and confidentiality at all times.

**_
At RLB, our aim is to create and enhance an inclusive workplace culture where diversity is not only accepted but valued and built into our culture, creating opportunity for all. In order to support this, we recognise the importance of flexible and agile working and are open to having conversations on how this could work for you and our business from day one._**

**ABOUT US**

Confidence today inspires tomorrow

With a network that covers the globe and a heritage spanning over two centuries, Rider Levett Bucknall is a leading independent organisation in cost management and quantity surveying, project management and advisory services.

Our achievements are renowned: from the early days of pioneering quantity surveying, to landmark projects such as the Sydney Opera House, HSBC Headquarters Building in Hong Kong, the 2012 London Olympic Games and CityCenter in Las Vegas.

We continue this successful legacy with our dedication to the value, quality and sustainability of the built environment. Our innovative thinking, global reach, and flawless execution push the boundaries. Taking ambitious projects from an idea to reality.

RLB has released the 2022 edition of **_Perspective_**, a compilation of insights from members of the RLB team around the world.

**OUR VALUES**

At Rider Levett Bucknall doing the right thing matters and we believe we all have a responsibility to support the communities in which we live and work. Our global values are based on the following insights:
**People**
- Promote fairness, equality of opportunity and well-being, invest in our people and value everyone’s contribution.

**Industry**
- Lead by example and shape the future of our industry in everything we do.

**Community**
- Support the communities in which we live and work and deliver sustainable social outcomes.

**Customers**
- Challenge the norm, give fresh perspectives an

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