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Team Secretary

Application Reference Number: 0422
Function: Head Office
Location: Battersea, London
Position Type: Permanent
Application End Date: 06/08/2021
Job Purpose: To assist with the day-to-day functions of the Divisional Directors (Finance, Land and Production) through proactively providing administrative assistance, both planned and ad hoc. To be actively involved with the wider administrative function at Chelsea Bridge Wharf by providing support to all other team members. 

Responsibilities and Accountabilities:

Secretarial duties

  • Proactive diary management for the Directors and Finance team (3 Directors, 1 team)
  • Arrange and coordinate senior management meetings in conjunction with other secretaries/ PAs
  • Coordinate and attend team meetings
  • Create and distribute agendas and meeting minutes before and after each meeting
  • Collate, format and bind presentation packs and reports
  • Collate, format and bind the monthly Board pack
  • Draft emails, memos and any other company forms for review and subsequent distribution
  • Coordinate events/ entertainment for both the Directors and wider team
  • Liaise with internal and external clients, providing assistance and/or passing on queries to the department within a timely manner
  • Complete and process the Directors' expense claims
  • Answer and manage team phone calls, acting as a gatekeeper where required
  • Maintain a well-structured filing system, both electronic and hard-copy
  • Greet clients, internal and external, and provide refreshments and any other necessary services 

Administrative Team Support

  • Answer switchboard calls and redirect or manage accordingly
  • Attend and contribute to monthly Admin meetings, and subsequent actioning of any items raised.
  • Cover reception desk on a rota basis
  • Ensure the office appearance is maintained to a high standard through encouraging staff to adhere to the clean desk policy, clearing printers of unwanted paper, and watering office plants on a regular basis
  • Assist the wider admin team (where required) with preparation of meeting packs, setting up of meeting rooms, and providing refreshments for guests as requested
  • Where required, act as a point of contact for staff and provide efficient and high-quality administrative assistance/ customer service
  • Promote extra-curricular activities (e.g. Berkeley Foundation, Health & Wellbeing and Social events) through encouraging staff to engage/ attend
  • Any other ad-hoc duties as required by the business

Technical Competencies: 

  • Experience working in a fast-paced administrative role, preferably within a large, corporate organisation
  • Excellent organisation skills and the ability to proactively assist with others' organisation
  • Intermediate to advanced IT skills particularly with Word, Excel and PowerPoint
  • Experience with diary management
  • Demonstrated ability to work well under pressure and be adaptable to any given situation
  • Exceptional attention to detail
  • Excellent communication skills, both verbal and written
  • Willingness to develop an understanding of how the wider business operates  

Please note our standard working hours are 8am until 5.00pm Monday to Friday. 

Our Culture & Values

Here at the Berkeley Group we proactively appoint trusted suppliers when we require support from Recruitment Companies. The Berkeley Group does not accept unsolicited CVs from recruiters or employment agencies without consent.

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