Team Secretary

**Job Title**: Team Secretary / PA - Insurance & Financial Services (I&FS), London
**Description**:
We are recruiting for a Team Secretary in I&FS initially on a fixed term maternity contract for a year The role will provide high quality, efficient secretarial and administrative support to our busy team in London with the opportunity to give PA support to the Head of I&FS as well. The role has the potential to become permanent in the future.
**Key responsibilities include**
**Secretarial 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, drafting events schedule and reports for external Industry Committee.
- 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 supporting (to proactively support them).
- Assisting in preparation of regular publications/newsletters.
- Assisting with co-ordinate client events, marketing events, seminars and client receptions.
**PA responsibilities**
- Proactive dairy, appointment and travel plan management to support the Head of I&FS, 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.