Floating Secretary

Float Secretary

Leeds City Centre

£22,000

My large well established professional organisation based in Leeds city centre is recruiting 2 Float Secretaries/PA’s to join their expanding team and successful team.

Main Responsibilities

Answer internal and external calls promptly and politely. Ensure that accurate telephone messages are taken and distributed and queries are dealt with effectively.

Provide extensive diary management including complete control of diaries when covering Executive Secretary role, ensuring Partners have all relevant information in advance of meetings, together with detailed draft itineraries, maps, etc. for any domestic or international travel

Action emails in the absence of Partner group

Attend internal meetings, take minutes and ensure any necessary actions are followed up

Organise conference calls both internally and externally

Assist at internal events, away days, team building events, cascade events and ad-hoc internal seminars, conferences, client events and corporate hospitality

SAP reports and other finance administration

Preparation of expense claims and submission of timesheets

Produce reports, correspondence, minutes, file notes and faxes, using macros and non-standard documents

Produce PowerPoint graphics, copy/audio typing and Excel spreadsheets.

Sort and distribute post and send and distribute faxes.

Book and arrange couriers and collect items from the post room.

Arrange internal and client meetings, book rooms and catering.

Co-ordinate accommodation and travel

Perform basic research and compile data using the company intranet and internet

Arrange bulk photocopying and printing/binding with the Document Production Centre and complete ad-hoc photocopying

Ensure all filing systems and archive records are accurate and up-to-date. Arrange for documents and files to be archived.

The successful candidate will have the following skills and experience:

Fast and accurate touch typing with a minimum of 45 wpm

Able to work to tight deadlines, display tenacity, good attention to detail and be capable to work under pressure

Knowledge of IT to include Microsoft Word, Excel, PowerPoint and Outlook

Articulate oral skills

A good standard of written English (spelling and grammar) in order to proof read and to draft general correspondence

Able to use own initiative to provide an effective support service

Good time management and organisational skills

A high level of pro-activity

Good interpersonal and team working skills to liaise effectively with internal staff and clients.

A proven track record working as a secretary in a large organisation or a recognised secretarial qualification at diploma level or equivalent

5 GCSEs/O’Level or equivalent at grades A-C including English and Maths