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PA Secretary |
|---|
Secretarial - PA Legal |
in London Docklands |
| *** CANARY WHARF!! *** FOR THIS POSITION OUR CLIENT REQUIRES A SENIOR PA SECRETARY WHO HAS OR IS WORKING FOR A LARGE CORPORATE ENVIRONMENT.
This role involves providing a high quality secretarial/executive service to 2 busy partners and a team of client staff. The role requires initiative, flexibility and absolute discretion, suiting an efficient organiser. To be successful, you will need to be confident, assertive and have the ability to prioritise your own workload. The Responsibilities Please find below a list of the key responsibilities for this role with an approximate percentage of the amount of time spent that would be spent on each: Deal with incoming telephone calls from both internal and external clients, in accordance with policy, where possible any queries or requests should be dealt with directly (5%) Maintain full control of the partner's and senior team members' diaries and keep track of their whereabouts on a day to day basis. Organise internal and external meetings / conferences / functions including travel, accommodation, itineraries, equipment and catering (20%) Develop a comprehensive knowledge of the partner and senior team member's business contacts and develops a general awareness of all business issues in which the partners are involved. This will include regular liaison with senior partners throughout the UK and some contact with European partners. Regular liaison with partners to ensure possession of up to date information on their current work priorities. Aligning personal workload with these and maintain a daily 'to do' list ensuring all deadlines are met (5%) Sort, distribute and prioritise both internal and external post, faxes and emails filtering to appropriate staff and ensuring all correspondence is dealt with and replied to effectively. Draft replies to incoming correspondence as required (5%) Minute key meetings and provide logistical support, monitoring responses to action points where necessary (5%) Ensure filing and information systems are maintained to a high standard, developing new systems where appropriate (5%) To keep an inventory of IT equipment and order hardware/software as required (including rentals), monitor and arrange access to data files, carry out data archiving as necessary, design, develop and update the Transaction Services web pages within the site in conjunction with the Department Manager (5%) Develop the use of UK Contacts in the department. Organise client events in conjunction with Marketing, liaising extensively with the Transaction Services client base (5%) Provide an accurate and prompt copy typing service to the department often to tight deadlines. This service will include preparation of PowerPoint slides, agendas, reports, minutes and other documents, Organisation of printing and binding of documents (30%) Organisation/approval of timesheets, expenses, filing, photocopying, stationery, archiving and general departmental admin (10%) Assist department manager as required (5%) The Person We require the following qualifications, skills and experience: Minimum of 4 years' experience working as a senior secretary within a fast-paced and professional environment 5 GCSEs or equivalent at grades A-C including English and Maths Accurate audio/copy typing at 65 wpm Advanced level in MicroSoft Word and PowerPoint Intermediate level in MicroSoft Excel |
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