Team Secretary

4 weeks ago

London, United Kingdom Hymans Robertson LLP Full time

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.
  • Drafting of client letters/emails, invitations to events and other materials with support sending on behalf of senior team members.
  • 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 members of the IFS support team and managing the support email inbox.
  • 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.
  • Good working knowledge of MS packages, especially Outlook (for email and diary management), Word, PowerPoint and Excel
  • 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.

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