Team Secretary

Team Secretary

Overview of Role
To provide comprehensive secretarial and administrative support to the Team in Merchant Banking. Although the secretary will work for specified individuals, there will be a requirement to work for/with other members of the Division, including other secretaries, to help balance the workload.

Responsibilities

* Diary Management
* Complex diary management across numerous team members
* Organising various appointments, meetings and coordinated activities
* Organising Board meetings and other senior management committees; coordinating with other offices, external advisors and Investors
* Ensuring availability of venue, equipment and any hospitality in respect of meetings, conference calls etc.
* Accepting meeting invitations on behalf of Team members, if requested
* Organising changes as required
* Organising client dinners/entertainment and in-house lunches
* Assisting in the co-ordination of team events (AGM and team off sites)
* Organising all necessary hotel and travel arrangements (international and domestic) as required in accordance with travel policy
* Application of necessary visas
* Preparation of itineraries, foreign currencies, hotels, ground transportation
* Having regard for other meetings, time zones, transfer times etc
* Accurately typing/amending a range of documents that comply with Corporate guidelines to a consistently high standard
* Preparing and amending presentations
* Using Excel and its interface with PowerPoint
* Undertaking research as instructed and required
* Managing voice-mail messages, providing a summary of calls and, if appropriate, liaising with colleagues in banker’s absence
* Managing e-mail communication – flagging urgent requests and following up as necessary, when bankers are out of the office
* Ensuring that both internal and external mail is dealt with promptly
* Liaising with clients, external companies, other teams and Rothschild offices
* Minute-taking
* Working closely with the other secretaries in the Team, and within the Division, to provide cover and assistance where necessary, including lunchtime cover
* Informing others of your whereabouts and for how long you will be away from your desk
* Maintaining team equipment with appropriate supplies, printers/faxes and ordering stationery
* Collating information for client invoices as requested
* Maintaining an efficient filing system, ensuring easy retrieval of information and Managing all absence processes for the team (holiday, sickness, paternity, parental leave) including secretarial colleagues
* Ensuring all printing requirements are met (e.g. DPC, PU)
* Providing assistance with personal admin. (e.g. appointments, flights)

Experience, Skills and Competencies Required

* Advanced knowledge of Outlook
* Advanced knowledge of Microsoft Word (min. 80%) and PowerPoint (min. 80%). Good knowledge of Excel
* Excellent interpersonal skills – to communicate clearly and effectively at all levels
* Ability to maintain high level of confidentiality in respect of information/ documents/ projects being produced / undertaken
* Good organisational and time management skills with the ability to prioritise workload and multi-task
* Proactive attitude with the ability to demonstrate initiative, attention to detail and reliability
* Self-motivated, highly productive, reliable with a flexible attitude. Ability to act with good judgement and common sense
* Ability to work under pressure, meet tight deadlines
* French is desirable

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