Team Secretary/ Office Manager

Job Description

We are inviting Applications for Office Team Manager/ Secretary Based in City of London. This position is reporting to Head of Staff /HR to the group companies. The preferred candidate should speak any European and English Languages.

Main Responsibilities:

• Manage calls to the London office, direct calls to the appropriate person and/or taking messages.

• Confirm post delivered to the London office as per Finance guidelines
• Liaising and support the Chief of Staff to coordinate meetings/events, at times outside office.
• Attend VCMD's major events and, support the house team as and when required.
• Updating systems and filing confidential corporate documents.
• Booking national & international travel and the admin requirements.
• Ensure that the VCMD office is kept tidy and presentable at all times.
• To assist VCMD's guests and visitors in the absence of Chief of Staff, upon their arrival to the office through highly professional contact.
• Prepare and serve beverage refreshments at VCMD's meetings and external office visitors.
• Occasional duty may require to carry out any other reasonable requests inside or outside office as directed by the Chief of Staff such as but not limited to errand running, personal shopping, liaison with household staff, liaison with family members as well as other personal and professional contacts.
• Providing secretarial and administrative support to all Head of departments; Marketing, HR, Finance, IT and Projects.
• Extensive diary management of the team on both a business and personal level
• Manage travel and accommodation for the London office
• Arranging internal and external meetings and their relevant logistics, including room booking, refreshments and document preparation
• Ensuring regular maintenance and upkeep of the office.
• Formatting and typing letters, presentations and other correspondence as required

Main Purpose of Job

As a Team Secretary you will be working to support the Head of departments as well as the Chief of Staff, offering a variety of administrative and secretarial support. You will have a proactive approach to work and be confident working in a independent environment, whilst utilising your own initiative.

KPIs (Measurable parameters of the role & Dimensions

• Daily support to the Chief of Staff
• Admin & Secretarial support to senior leaders in London office (Heads & Above)
• Travel & Accommodation management
• Absenteeism Management
• IT equipment management

Skills & Knowledge Requirements (Abilities / Knowledge & Expertise in field)

Knowledge (Technical/ Functional)

• Report production using MS Word, Excel, PowerPoint and PDF software
• Proficient in MS Word, Excel, MS PowerPoint, Outlook, MS Teams and OneDrive

Competency

• Excellent time management, organizational and strong problem-solving skills
• Highly organised with the ability to remain focused under pressure
• Very high-energy, hands-on attitude
• Extremely pro-active, ambitious, self-starter
• Excellent interpersonal skills
• Committed to quality and accuracy

Qualifications

• Educated to a minimum A-Level standard
• Degree (preferred)

Experience

• At least two years' previous secretarial experience
• Experience as a team secretary in a corporate environment
• Accustomed to working under pressure for a demanding team
• Competent with Microsoft Office suite
• Polite telephone manner
• Excellent standard of written English