Responsibilities:

Performs secretarial and administrative duties to director(s) requirements.
Using standardised formats on the pc promptly produce letters, meeting notes, e-mails, faxes and memos.
Take dictation and transcribe from audio machine to produce timely quality documents of a technical nature.
Deals with mail on behalf of the director(s) including preparing responses on their behalf on pre-determined issues.
Be first point of contact for all incoming calls referring to the director(s) only where essential and acts as a focal point and filter for visitors to minimised director(s) time.
Daily fax monitoring and filing of any letters and/or print-offs of e-mails, to log onto the in-house computerised filing system.
Organise and co-ordinate very regular travel reservations for each of the directors and produce itineraries for the various business trips.

Prepare any brochure packs/literature for any internal meetings or clients. Advise relevant departments of each director’s absence from the office. Preparation of any relevant travel and expense forms.
Attendance to some meetings to record decisions and prepare minutes.

Regularly booking of meeting rooms for internal and external meetings, conference call set up.
May undertake administrative / secretarial tasks for the director, which may be of a confidential nature.
Work as part of the wider secretarial team and help out with group secretarial matters.

Knowledge and Skills Required:

Excellent secretarial skills together with audio capabilities.
Must be organised and able to ensure especially where outside businesses are involved, that outstanding issues are followed through.
A good working knowledge of the work of the director is required as is an understanding of the director’s “style”.
Must be able to prioritise the work given by more than one director effectively.
Must be able to liaise with staff, directors, clients, and business contacts and will be expected to provide responses to current work.

Apply Here

Reference 2070

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