Team Secretary - London, United Kingdom - Hymans Robertson LLP

Description

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.