Main Job Purpose:
To provide secretarial and administrative support to Directors, Consultants, Compliance Team and Regional Administration Manager as required. To act as PA to the Directors of Vantis Financial Management in Epsom.
Key Duties:
Secretarial Support and typing duties:
- Typing, formatting and proof reading of standard documents. (e.g. letters, reports, schedules)
- Arranging meetings, using videolinks where appropriate/co-ordinating diaries/organising in-house lunch/refreshments
- Dealing with telephone queries internally and externally
- Preparation of PowerPoint presentations
- Scanning of documents and maintenance of client files
- Booking of travel arrangements and accommodation for colleagues.
Specific Project Work/PA Duties:
- Complete specific projects as required
- Take minutes of meetings as required
- Plan and organise tasks and workflow to ensure high standards of service delivery
- Act as co-ordinator to communicate with contacts and clients (externally and within the company) in order to achieve business objectives
General Support:
- Maintenance of general stationary supply for department
- Post opening, sorting and distribution. Scanning as necessary and allocation of speculative post as required
- Manage the petty cash and reconcile this monthly
- Co-ordinate expense claims payments for the location team for submission to Loughton
- Maintain files as and when required
- Undertake and compliment the business service standards, use of systems, and adherence to company procedures at all times
- Any other work of a secretarial nature as and when required
- Provide cover for other secretaries to ensure secretarial service is provided during holiday periods and absence in liaison with Regional Administration Manager
- Client teas, coffees, breakfasts and lunches as required