Executive Secretary

This position sits within Business Support, a part of Central Services, where the secretarial, Create and Business Support management community reside. Our aim is to provide a consistent and professional approach to Business Support, by delivering secretarial and design services expertise and value to our clients. The Business Support Team is recognised as being the leader in terms of administration and support to the whole firm.
This role is currently supporting 1 Partner and 3 Directors cross functionally across the business. 1x Director from People Team, 1x Partner and 1 X Director from Corporate Tax and 1x Director from Corporate Finance.

Job Description

o Full Diary and inbox management as required
o Drafting replies to incoming correspondence
o Attending meetings and taking minutes
o Meeting and greeting clients
o Carrying out research for client meetings
o Collecting and managing incoming posts
o Booking travel and accommodation, and compiling detailed itineraries
o Advocating the use of internal venues and fine dining
o Booking meeting rooms, equipment and catering (including virtual meetings - Halo/WebEx/Net Meetings)
o Organising events where appropriate
o Organising internal and external meetings/conferences/functions in person, via Video Conference, WebEx and Halo
o Taking messages and dealing with queries
o Inputting expense claims
o Updating our Client Relationship Management system (CRM)
o Copy and audio typing
o PowerPoint production
o Liaising with create graphic services for client documents
o Producing Excel spreadsheets
o Liaising with document production
o Ordering IT equipment
o Providing IT access
o Submitting IT requests (creating distribution lists, folders etc)
o Creating bills and reports in our finance system, SAP
o Visa applications
o AMEX applications
o Ordering audio Conferencing details
o Ordering business cards
o Arranging couriers
o Maintaining Filesite/Document Management System (DMS)
o Photocopying
o Archiving
o Booking desks
o Booking parking
o Any other ad-hoc duties as directed
o Liaising with the Central Team to aid with task delivery

Client Service

Where necessary, review and improve processes to ensure delivery of an optimal service for stakeholders, advocating best practice in all areas of the role

Be client focused, understand expectations and requirements of your stakeholders and ensure the needs of both internal and external clients are met