Team Secretary Job Description
Team secretary
provides technical expertise (WORD, EXCEL, POWERPOINT etc.) in analyzing data and preparing presentations for the Investment Committee.
Team Secretary Duties & Responsibilities
To write an effective team secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included team secretary job description templates that you can modify and use.
Sample responsibilities for this position include:
Preparation of confidential correspondence, PowerPoint presentations and Word/Excel documents
Produce typed documents, , letters, reports, agendas and presentations, to the highest standard, promptly and in line with Company format, using Word, Excel or PowerPoint
Formatting of documents (PowerPoint, Word)
Prepares materials for meetings - agendas, PowerPoint presentations
Operating office equipment such as fax machines, copiers, and phone systems, and use computers for spread sheet, word processing, database management, and other applications
Orders and organises all supplies
This role requires a strong, resilient, capable assistant that has a proven track record of supporting very busy and demanding individuals in a very fast paced environment
General secretarial duties, including photocopying, faxing, filing and archiving, scanning, ordering magazines, stationery, payment of invoices, arranging couriers
Upkeep of reception area, meeting rooms and client kitchen
Printing, collating and binding of business plans, presentations, standard documents and company information
Team Secretary Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Team Secretary
List any licenses or certifications required by the position: BLS, CRM, CPR, HCP
Education for Team Secretary
Typically a job would require a certain level of education.
Employers hiring for the team secretary job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Education, Performance, Sound, Computer, Communication, Associates, Business/Administration, Computing, Healthcare Administration, Law
Skills for Team Secretary
Desired skills for team secretary include:
PowerPoint
Word
Complex diary management
Internet and Apple based technologies
MS packages
Social media
Adobe PDF would be
Business and use this to make judgements on key issues
Excel & Power Point essential
MS Excel
Desired experience for team secretary includes:
The role will have potential job progression to PA to one of the 5 Partners within the London office
Produce letters, memoranda, presentations, reports, as needed
Corporate secretarial responsibilities for the funds/vehicles including SPVs
Understands the brand and CVI rules and checks that all documentation produced is compliant
Manages filing efficiently by dealing with it as it arises
Ensures that RMS records are accurate and kept up to date and uses internet and other external resources to obtain information
Team Secretary Examples
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Team Secretary Job Description
Job Description Example
Our company is looking to fill the role of team secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for team secretary
- Course administration/event management - printing, organising couriers, hotel arrangements, dealing with participants, summarising evaluation results
- Administration associated with global resource model - checking GALaxy time sheets and ensuring they are up to date
- Finance - setting up time codes, sending timesheet reminders, arranging for payment of invoices, and producing monthly reports as needed
- First line support queries on GL&E databases - replication issues, locating territory replicas
- Manages diaries and co-ordinates travel
- Arranges travel (creates itineraries, check in for flights, print boarding passes, arrange cars, apply for visas )
- Creates/submits expense claims
- Typing letters and minutes of meetings
- Completes invoice coversheets for payment
- Performs mail merges
Qualifications for team secretary
- Keep up to date with the latest branding guidelines, as this has significant impact on the presentation (database documents, slides, handouts, CD Roms, ) of the final course databases
- Deals with incoming telephone, post and faxes
- Manage multiple electronic diaries
- Co-ordination and management of detailed, complex travel schedules, visas and itineraries
- Preparation, reconciliation and submission of travel and corporate expenses in a timely manner
- Scheduling of Banking appointments/meetings/Video Conferences
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Team Secretary Job Description
Job Description Example
Our growing company is looking to fill the role of team secretary. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for team secretary
- Effective administrative and clerical support to the Head of GHO IT and senior managers
- Extensive diary and meeting management for the Head of GHO IT and coordination with direct reports, colleagues across the Group and relevant third party suppliers and agencies
- Prepare for leadership meetings and record minutes and actions for senior management team
- Prepare for service review and third party review meetings, record minutes and actions accurately and distribute them in a timely manner
- Maintain senior management team meetings and content on team SharePoint site
- Act as the primary point of contact for any office matters and liaise regularly with the Corporate Property Facilities Manager and third party suppliers (including office upgrades and office moves)
- Manage accurate records of contracts and documentation using internal contract management system (Archer)
- Processing expenses for Head of GHO IT
- Prepare, record, process and track purchase orders and invoices
- Maintain and order stationary supplies and other office needs
Qualifications for team secretary
- Provide secretarial support to Brand Leadership & Marketing team
- Organize travel itineraries, arrange bookings, process visa applications and complete T&E expenses
- Prepare local/overseas courier, mails and parcels
- Arrange order of stationary & filing
- Assist with team’s new joiners’ on boarding logistic
- Verify regular monthly invoices & all vendor invoices
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Team Secretary Job Description
Job Description Example
Our company is growing rapidly and is looking for a team secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for team secretary
- Manage T&E budget across all department functions
- Perform ad hoc tasks as assigned
- Work with the wider administrative team in the Edinburgh office, ensuring that all common administrative tasks for the running of the office are undertaken to a high standard
- Work on and update formal information, such as reports, presentations
- Ensure approval is sought beforehand by completing the necessary form and issuing e-Tickets once approved
- For MD’S and senior directors, keep diaries up to date with travel details, () meetings and lunches on a daily basis
- Arrange meetings, travel and accommodation
- Plan and organise client and internal meetings as required, including sending electronic invitations, collating and distributing confidential papers and arranging venues and catering as required and taking minutes at internal management meetings
- Assist with monthly/quarterly billing/invoicing
- Manage and screen correspondence
Qualifications for team secretary
- Answer internal and external phone calls into the office
- Undertakes specific project work as and when required
- Maintain a tidy and presentable office at all times
- Proven administration experience in a similar role (essential)
- Ability to prioritise, work under pressure to tight deadlines and adapt to change (essential)
- Commitment to providing a quality service, close attention to detail (essential)
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Team Secretary Job Description
Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of team secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for team secretary
- Completion of expenses for the Directors if required
- Handling and tracking of complaints received into head office via phone, letter and email, passing to the relevant part of the business and tracking to resolution
- Arranging conferences, meetings, and travel reservations for office personnel
- Completing forms in accordance with company procedures
- Recording, composing, typing and distributing meeting notes
- Compiling and making edits to correspondence and reports originated by others
- Greeting visitors and callers, handling their inquiries and directing them to the appropriate persons according to their needs
- Coordinating the work flow for incoming correspondence requiring replies
- Maintaining programme scheduling and event calendars
- Making copies of correspondence and other printed material and directing the reproduction of reports and large document sets
Qualifications for team secretary
- Ability to handle confidential information appropriately (essential)
- Ability to set up conference calls and WebEx using the required technology
- Scheduling and confirming appointments for clients, customers, or supervisors
- Setting up and maintaining paper and electronic filing systems for records, correspondence, and other material in accordance with programme procedures
- Operate electronic mail systems and coordinate the flow of information both internally and with other organizations in accordance with programme procedures
- Ordering and dispensing supplies
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Team Secretary Job Description
Job Description Example
Our growing company is looking for a team secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for team secretary
- Management of all visitors to the Directors and provision of refreshments and lunches as required
- Co-ordination of effective secretarial support throughout normal office hours
- PA support to UK based Partners - intense diary and travel management, liaising directly with clients and their secretaries
- Diary management where necessary
- To organise all aspects of travel, including necessary visas, currency and extensive itineraries often at short notice
- Dealing with correspondence (e-mail, phone and mail), prioritising and responding as appropriate, bringing information to the attention of the team as required
- Dealing with SAP related queries (our on-line system used for Billing, reporting, etc)
- Take ownership of basic enquiries- resolving, responding or referring where necessary
- SMARTnet – Updating and maintaining client contact database, contact approvals
- Answering telephone calls in a professional manner, deal with queries appropriately by delegating to appropriate staff and ensuring detailed, concise information is passed to the relevant personnel
Qualifications for team secretary
- Be able to interact with the team in a proactive and confident manner
- Respect confidentiality, and present a professional image
- Minimum 6 years of experience working in an office environment
- Minimum 3 years of experience working as an executive assistant
- Time & Billing
- Calendar & Docketing