At a Glance
- Tasks: Support senior leaders with admin tasks, manage calls, and coordinate meetings.
- Company: Dynamic London-based company with a focus on teamwork and professionalism.
- Benefits: Competitive salary, professional development, and a vibrant office environment.
- Other info: Opportunity for growth in a collaborative and energetic workplace.
- Why this job: Join a fast-paced team and make a real difference in a supportive role.
- Qualifications: A-Level education or degree preferred, with at least two years of secretarial experience.
We are inviting applications for Office Team Manager/Secretary based in the City of London. This position reports to the Head of Staff/HR of the group companies. The preferred candidate should speak any European and English languages.
Main Responsibilities:
- Manage calls to the London office, directing calls to the appropriate person and/or taking messages.
- Confirm post delivered to the London office as per Finance guidelines.
- Liaise and support the Chief of Staff to coordinate meetings/events, at times outside office hours.
- Attend VCMD's major events and support the house team as required.
- Update systems and file confidential corporate documents.
- Book national & international travel and manage admin requirements.
- Ensure that the VCMD office is kept tidy and presentable at all times.
- Assist VCMD's guests and visitors in the absence of the Chief of Staff upon their arrival to the office through highly professional contact.
- Prepare and serve beverage refreshments at VCMD's meetings and for external office visitors.
- Occasionally carry out any other reasonable requests inside or outside the office as directed by the Chief of Staff, such as errand running, personal shopping, liaising with household staff, family members, and other personal and professional contacts.
- Provide secretarial and administrative support to all Heads 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.
- Arrange internal and external meetings and their relevant logistics, including room booking, refreshments, and document preparation.
- Ensure regular maintenance and upkeep of the office.
- Format and type letters, presentations, and other correspondence as required.
Main Purpose of Job:
As a Team Secretary, you will support the Heads 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 an independent environment while 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 the London office (Heads & Above).
- Travel & Accommodation management.
- Absenteeism Management.
- IT equipment management.
Skills & Knowledge Requirements (Abilities / Knowledge & Expertise in field):
- 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, organisational, and strong problem-solving skills.
- Highly organised with the ability to remain focused under pressure.
- Very high-energy, hands-on attitude.
- Extremely proactive, 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.
Team Secretary/ Office Manager in City of London employer: Quantum Group
Join a dynamic and supportive team in the heart of the City of London, where your role as a Team Secretary/Office Manager will be pivotal in ensuring smooth operations across various departments. We pride ourselves on fostering a collaborative work culture that values initiative and personal growth, offering opportunities for professional development while maintaining a vibrant office environment. With competitive benefits and a commitment to employee well-being, this is an excellent opportunity for those seeking meaningful and rewarding employment.
