Description
A top 4 global firm offering audit, accounting and business services based in Birmingham has an exciting new contract opportunity for an experienced Executive Secretary with a solid knowledge of diary management, accurate and prompt copy/audio typing service and experience supporting directors. Within this role you will be supporting their directors to achieve the business goals and plans
Job Description
This is a busy and interesting role supporting four Directors in the Birmingham Pensions department who require someone with the ability to be proactive, self sufficient and adaptable in their approach. We are looking for an excellent communicator who is extremely well organised and demonstrates the ability to pay close attention to detail. The job holder will need to be extremely confident, assertive and organised and have the ability to prioritise workloads to meet tight deadlines at times. The job holder will be required to develop and maintain client relationships with a professional image being presented at all times.
We require some flexibility regarding working hours
Hours required for this role are 09:00 to 17:00.
Roles and Responsibilities
- Undertaking extensive diary management.
- Managing inboxes as directed.
- Organising internal and external meetings/conferences/functions.
- Arrange and attend Pensions for Breakfast meetings.
- Maintain Pensions marketing calendar.
- Booking meeting rooms, equipment and catering as required.
- Arranging and booking travel, accommodation and compiling detailed itineraries.
- Attending client or internal meetings with Directors as required and taking minutes where necessary.
- Answering both internal and external calls promptly and politely in accordance with the firm's policy, ensuring that accurate and detailed messages are taken and distributed and any queries dealt with professionally and effectively.
- Providing an accurate and prompt copy/audio typing service including typing reports, correspondence and minutes as well as PowerPoint graphics and Excel spreadsheets.
- Drafting replies to incoming correspondence on behalf of the Directors.
- Inputting Director timesheets and ensuring expense claims are submitted in a timely manner.
- Organising conference calls, carrying out research for projects, photocopying, and liaising with document production.
- Sorting, distributing and prioritising both internal and external post, faxes and e-mails and deal with as appropriate.
- Maintaining and updating effective client and internal filing and information systems
- Developing effective relationships with secretaries working for key clients of the Directors.
- Working effectively as a part of the Business Support team, covering roles where necessary eg due to sickness/absence.
- Any other ad-hoc duties as directed.
Qualifications and Skills
- 5 GCSEs grade A-C including English and Maths or equivalent
- Intermediate PowerPoint
- Intermediate Word
- Basic Excel
- Typing WPM 45
Experience and Background
- Proven track record working at Director level
- Key competencies (use competency Matrix)
- Task management
- Drive and commitment
- Team skills
- Professional judgement
- Communication
- Proactive thinking
We'd like someone who is passionate about excellence and attention to detail.
The role is commutable from the following locations: Birmingham, Aston, Bournville, Castle Bromwich, Coleshill, Curdworth, Edgbaston, Great Barr, Hall Green, Hamstead, Harborne, Hurley, King's Heath, King's Norton, Marston Green, Moseley, Northfield, Olton, Over Whitacre, Packington, Perry Beeches, Quinton, Selly Oak, Sheldon, Shirley, Shustoke, Solihull, Stechford, Stockland Green, Sutton Coldfield, Walmley, Water Orton, Wednesbury, Wylde Green, Yardley
If you are interested in this role or similar roles please send your CV to (see below) or visit our website Huntress Group.
Huntress does not discriminate on the grounds of age, race, gender, disability, creed or sexual orientation and complies with all relevant UK legislation. PLEASE NOTE! You should make yourself aware of how immigration laws apply to your situation before applying for any jobs. We are acting as a Recruitment Agency in relation to this role.