Team Secretary - City - £35K-38K
We have a super role for an outstanding Team Assistant to support 3 VPS in an outstanding client who are leaders in their field and a FTSE listed company who are a global entity and communications experts.
The role is supporting as a Team Assistant reporting to 3 VPS in a busy business unit of over 100 people, based in super offices in the City. Ideally you will be at least 2/3 days in the office and the rest from home, with some flexibility.
You will provide administrative and secretarial support and be a great asset to your senior stakeholders and really partner with them on their journey.
The company is dynamic and in an exciting phase and we are looking for individuals who have supported busy teams and ideally will have some knowledge of salesforce.
Supporting the VPs, you will be expected to be anticipatory, handle complex diary management and travel bookings and prioritise work effectively and cover when required on an ad hoc basis.
The full job spec is below
Primary purpose of the position:
To provide administrative support to 3 of the VPs in the business unit and act as backup to the Executive Assistant to the President of the unit in the case of absence.
Key responsibilities of the position:
Manage VP's business dairies/calendars, including juggling conflicting priorities to accommodate urgent external customer requirements for unscheduled meetings.
Act as first point of contact for internal and external stakeholders requiring time with VPs
Organise complex travel arrangements and requirements
Raise Purchase Requisitions and set up new vendors; processing / track invoices for the department; communicate with requester; Accounts Payable and suppliers
Process expenses on Concur system
Organise internal/external meetings and events, set up Webex facilities, teleconferences, videoconferences; ordering catering
Coordinate monthly team strategy and planning events, including preparation of agenda, coordination of materials, arranging facilities and catering - ensure room is adequately prepared with working IT in advance of meeting start time
Provide support to external guests and staff visits to our London headquarters and/or for VP visits to offices in other international locations in coordination with local resources
Provide support to coordinate partner conference events, in collaboration with marketing
Format presentations and documents, ensure VPs have access to required materials and -pre-reading documents ahead of key meetings
Filter out requests for meetings where pre-reading material has not been provided or where there is no clear agenda
Provide filing support and document management solutions (printing and scanning)
Provide telephone cover and answering support during meetings etc
Arrange couriers / shipments documentation
Ordering stationery supplies
Support meetings inc minute taking and action tracking
Ad-hoc logistical support - liaise with IT, Telecoms etc. in the event of any issues
Handle confidential and classified information with discretion
Support on boarding for new employees
Skills and experience
Previous experience of supporting multiple senior leaders in a team administration role
Experience in managing complex diaries, internal/external meetings, travel and mail within a corporate environment
Organised with excellent attention to detail and strong time management skills
Excellent inter-personal and communication skills, in particular to liaise with important external stakeholders
Proactive and driven
Microsoft office suite in particular Outlook and PowerPoint
Strong interpersonal skills and team spirit
Comfortable working office-based
Experience of the following systems: SAP, Concur, Webex, MS Teams, MS Powerpoint, MS Excel, MS Word, Tableau, Salesforce
Experience of supporting a team of geographically dispersed individuals