Team Secretary Job Description Template
Our company is looking for a Team Secretary to join our team.
Responsibilities:
- Extensive travel management;
- Formatting, typed and proof-reading documents and correspondence;
- Support tender submissions locally in collaboration with the Marketing team, as required;
- Revise documents, including in InDesign, as required;
- Assist with team invoicing, budgets, fee spreadsheets, reporting and forecasting, debt monitoring and work programming;
- Liaison with third parties such as the external printing company;
- Carry out all secretarial and administrative duties for Director/Manager to enable smooth running of the office;
- May act as departmental co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator;
- Processing expenses and updating time-sheets for fee earners;
- Dealing with queries from clients and sub-consultants;
- Maintain comprehensive filing in various hard copy and electronic systems and archiving for Manager’s/team to ensure instant retrieval of documents;
- Minute taking in meetings;
- Arranging and coordinating team meetings and events;
- Providing assistance at internal/external department events;
- Take minutes at meetings ensuring all key points are captured, summarised and effectively presented to the manager.
Requirements:
- Proficiency in taking minutes of meetings;
- A recognised secretarial qualification would be useful, but is not essential;
- Proactive, assertive and self-motivated;
- Excel user – intermediate/advanced – must have experience of v-lookups and pivot tables;
- Excellent IT skills – Microsoft Office, Outlook, Excel and PowerPoint;
- Highly numerate and comfortable with managing financial spreadsheets;
- Excellent written and verbal communication skills;
- Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint;
- High School Education;
- Knowledge of another language (e. Russian, German, French, or Arabic) both written and spoken would be useful;
- Excellent organisational and prioritising ability;
- Excellent administration and time management skills;
- Resilient personality with a natural ability to get on with other people;
- Dependable – proven ability to work under pressure to tight deadlines;
- Must be able to cope with routine tasks.