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Administrator / Team Secretary
Ref. JO0000008703

Position Administrator / Team Secretary
Sector Secretarial & Administration
Location City of London, City
Type Permanent
Salary £25K - £35K / Annum
Reference JO0000008703
Summary Administrator Team Secretary - £35,000

Our client, a Lloyds Broker, is looking for an Administrator/ team Secretary, to join the expanding team based in the City of London.

Purpose of the Role:

Be based within a team acting as the central resource to provide administration and secretarial support across Business Divisions.

Key duties:

* Arrange travel and visas in accordance with company travel policy.

* Booking flights and hotels for colleagues at competitive rates, completing and submitting travel authorisation forms

* Arranging and sending invitation letters for visa purposes to overseas visitors, arranging visas, and organising Covid tests on arrival or departure as per UK and local requirements.

* Prepare and submit expense claims for approval.

* Collating receipts, preparation of expenses on the system, pre-checking and arranging sign-off.

* Assist with event management, including sending out invitations, preparing and sending out joining instructions, establishing the itinerary and running order, editing and collating course material and answering queries

* Organisation of welcome drinks, a gala dinner, presentation of certificates, delegate hotel bookings and taxis.

* Attend several conferences each year

* Involved in registration and payment of fees, sending meeting requests and organising the meetings diary, booking of meeting areas, organising lunches and dinners

* Arrange meetings and meeting rooms, arrange refreshments, and book restaurants, accommodation in company flats and hotels.

* Maintain Divisional absence/ attendance records

* Collating Divisional movements on a weekly basis, noting holidays, sick days, and office/ work from home days.

* Ensure IT equipment and mobile devices are ordered, network and system access are provisioned, and workstations are available for a new joiner's start date.

* Ensure a new colleague is given an orientation tour of the building and the fire evacuation procedures are explained.

* Taking minutes for Divisional meetings.

* Type reports and create PowerPoints and spreadsheets for Heads of Division.

Personal Skills/ Experience:

* Experience working as Secretary/ PA for an international organisation - Desirable

* Experience of managing client events

* Excellent IT skills including all MS Office

* Communication skills - excellent verbal and written skills

* Language skills - Arabic, French, Spanish, and/or German would be advantageous

* Good Typing skills

* Shorthand - desirable

* Insurance knowledge, including the products and services provided by insurance brokers

REF: 8703

MW Appointments is acting as an Employment Agency in relation to this vacancy.
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