Administrator / Team Secretary

4 weeks ago


London, United Kingdom MW Appointments Full time

Administrator Team Secretary - £35,000

Our client, a Lloyds Broker, is looking for an Administrator/ team Secretary, to join the expanding team based in the City of London.

Purpose of the Role:
Be based within a team acting as the central resource to provide administration and secretarial support across Business Divisions.

Key duties:

- Arrange travel and visas in accordance with company travel policy.
- Booking flights and hotels for colleagues at competitive rates, completing and submitting travel authorisation forms
- Arranging and sending invitation letters for visa purposes to overseas visitors, arranging visas, and organising Covid tests on arrival or departure as per UK and local requirements.
- Prepare and submit expense claims for approval.
- Collating receipts, preparation of expenses on the system, pre-checking and arranging sign-off.
- Assist with event management, including sending out invitations, preparing and sending out joining instructions, establishing the itinerary and running order, editing and collating course material and answering queries
- Organisation of welcome drinks, a gala dinner, presentation of certificates, delegate hotel bookings and taxis.
- Attend several conferences each year
- Involved inregistration and payment of fees, sending meeting requests and organising the meetings diary, booking of meeting areas, organising lunches and dinners
- Arrange meetings and meeting rooms, arrange refreshments, and book restaurants, accommodation in company flats and hotels.
- Maintain Divisional absence/ attendance records
- Collating Divisional movements on a weekly basis, noting holidays, sick days, and office/ work from home days.
- Ensure IT equipment and mobile devices are ordered, network and system access are provisioned, and workstations are available for a new joiner's start date.
- Ensure a new colleague is given an orientation tour of the building and the fire evacuation procedures are explained.
- Taking minutes for Divisional meetings.
- Type reports and create PowerPoints and spreadsheets for Heads of Division.

**Personal Skills/ Experience**:

- Experience working as Secretary/ PA for an international organisation - Desirable
- Experience of managing client events
- Excellent IT skills including all MS Office
- Communication skills - excellent verbal and written skills
- Language skills - Arabic, French, Spanish, and/or German would be advantageous
- Good Typing skills
- Shorthand - desirable
- Insurance knowledge, including the products and services provided by insurance brokers

REF: 8703

MW Appointments is acting as an Employment Agency in relation to this vacancy.


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