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  • Job reference: RMS0133095

Team Secretary

  • Sector: Commercial
  • Location: London
  • Job type: Contract
  • Date posted: 05/11/2013
  • Time left:
    d h m s
This vacancy has now expired.
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The Role:
Provide secretarial and administrative services, to support the General Manager Finance and Legal Director and respective teams.
• Follow-up on and keep track of all matters assigned to you.
• Be the first port of call for assistance when Finance Managers and Legal Director are out of the office.
• Make appointments, organise and set up meetings (including Lync, video conferencing/Telepresence and refreshments) for Finance and Legal.
• Organise and maintain a calendar overview for Finance Managers and Legal Director.
• Maintain filing system, including archiving for Finance team and Legal Director.
• Arrange travel and accommodation for Legal Director and all Finance staff, Contractors, and visitors.
• Including processing of Visas and Passport applications as applicable.
• Assist with typing and write emails, letters and reports.
• Prepare presentation material and provide general assistance during presentations as required.
• Provide administration support for key projects including taking minutes at meetings if required.
• If needed, screen telephone calls, enquiries and requests and handle them as required.
• Co-ordinate reports for submission to Management Team on a weekly/monthly basis.
• Organise team building and events for Finance Team.
• Complete designated manager’s expenses on a regular basis and provide support to team as required.
• Arrange training courses for team i.e. Offshore Survival Courses
• Maintain team planner with weekly movements and update team holiday chart.
• Liaise with Document Control to manage the storage of key documentation for managers.
• Process of all Finance PR’s in SAP, ensuring PO’s are raised in a timely manner.
• Liaise with HP to raise tickets on behalf of team as required.
• Support the wider organisation as required.

Essential Skills / Qualifications:
Critical Qualifications:

• Accuracy / quality
• Reliability
• Confidentiality
• Good communicator
• Flexibility
• Ability to juggle tasks and prioritise
• Proactive in finding opportunities to improve the organisational efficiency
• A willingness to gain extensive knowledge of the organisation’s set up

Desirable Skills / Qualifications:
Competencies Required:
• Professional (approach)
• Ability to multi-task
• Strong communication skills
• Time and workflow management
• Organised
• Deadline dependent task completion
• Forging employee relationships
• Determination and capacity for hard work
5 years experience working with Management level
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