Team Secretary ITT
PA Knowledge Limited
London
1d ago

We’re an innovation and transformation consultancy that believes in the power of ingenuity to build a positive-human future in a technology-

driven world. Our diverse teams of experts combine innovative thinking with breakthrough-technologies to progress further, faster.

With a global network of FTSE 100 and Fortune 500 clients, we’ll offer you unrivalled opportunities for growth and the freedom to excel.

Combining strategies, technologies and innovation, we turn complexity to opportunity and deliver enduring results, enabling you to build a lasting career.

Isn’t it time you joined us?

Providing first class secretarial support to three Partners and within a large, fast paced and growing IT Transformation Service of 280 people.

Additional administrative support to the partner’s direct reports will also be required.

First point of contact for a wide range of service personnel, providing support through a number of key activities listed below.

Working as part of a busy, business support team the role requires someone friendly and approachable and confident who has great communication skills, preferably used to supporting a large team.

KEY RESPONSIBILITIES

FULL SECRETARIAL SUPPORT TO THREE PARTNERS (60%)

  • Diary Management - Organisation of complex diary and international travel arrangements across multiple time zones and complying with visa requirements.
  • Liaising with both internal and external clients, including senior stakeholders across PA.

  • Inbox Management - Reviewing incoming e-mails / phone calls and dealing with these appropriately, gate keeping when needed.
  • Time Management Manage and prioritise workload, acting on your initiative to complete tasks.
  • Submission of expenses - ensuring these are submitted promptly complying with company policy.
  • Support to the wider consultant team - booking rooms and visitors, catering and travel booking support.
  • Support to client facing propositions and initiatives lead by the partners you will support such as arranging internal team meetings, promoting external client events, preparing documents, action taking / tracking and printing / binding documents.
  • The rest of the role (40%) will be made up of :

  • General administrative tasks and support to practice-wide tasks such as post, ordering gifts, stationary, business cards and updating organisation charts.
  • Service administration tasks such as updating and maintaining our sales and contact database xRM, raising and receipting purchasing orders, formatting documents and proof-
  • reading proposals and providing additional administration support where required.

  • Initiate new suppliers and sub-contractors process, liaising with security and legal functions to ensure these are set up and clearances are met.
  • Assist in organising all staff Service meetings and social events, both logistics and agenda.
  • Responding to queries, chasing deadlines and ensuring internal budgets and policies are adhered to.
  • Provide ad hoc cover for team members during leave or sickness absence.
  • QUALIFICATIONS :

    Educated to A level standard or equivalent

    SKILLS / PERSONAL QUALITIES :

  • A good level of secretarial and administrative experience, preferably in a large organisation
  • Broad knowledge of complex diary management
  • Relationship builder, friendly and personable with a positive outlook
  • Computer literate with excellent MS Office skills especially Outlook, Word and PowerPoint
  • Smartly presented and confident with a professional manner
  • Proactive, with a commitment to quality, accuracy and close attention to detail
  • Effective communication skills (both written and verbal) with peers and senior management
  • Proven planning and organisation skills with ability to work to tight deadlines
  • Ability to prioritise, work under pressure to tight deadlines and adapt to change, able to prioritise and multi-task.
  • Calm when working under pressure
  • Excellent team player with flexible and adaptable approach to work
  • Apply
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