Secretary - #2119891

My client in Birmingham is looking for a Part Time Secretary to join their bsuienss on a permanent basis.

Key Responsibilities include

• Take full responsibility for the Director’s diary and calendar management.
• Schedule, coordinate, and rearrange appointments and meetings as required.
• Identify and resolve diary conflicts, ensuring the Director’s time is managed efficiently.
• Plan the Director’s schedule around client meetings, internal meetings, deadlines, and business commitments.
• Ensure the Director is fully prepared for upcoming meetings and appointments.
• Provide reminders and relevant information ahead of important meetings and commitments.
• Arrange and book internal and external meetings with clients, colleagues, professional advisers, and other contacts.
• Coordinate meeting availability across multiple attendees.
• Send meeting invitations, confirmations, agendas, and supporting documentation.
• Arrange meeting rooms, refreshments, video conferencing, and other requirements where necessary.
• Take meeting notes and distribute actions or follow-ups when required.
• Monitor outstanding actions and ensure appropriate follow-up.
• Provide day-to-day secretarial and administrative support to the Director.
• Manage incoming emails, correspondence, telephone calls, and general enquiries.
• Draft and format letters, reports, presentations, and other documents.
• Prepare documents and information required for client meetings.
• Maintain organised electronic and physical filing systems.
• Assist with general office administration and ad-hoc tasks as required.
• Support the Director with managing deadlines and key business activities.
• Act as a professional first point of contact for clients and other external stakeholders.
• Liaise with clients, solicitors, financial advisers, banks, HMRC, Companies House, and other professional contacts where appropriate.
• Handle enquiries professionally and ensure messages and requests are passed to the appropriate member of the team.
• Maintain a high standard of client service and professionalism at all times.
• Build positive working relationships with clients and colleagues.
• Handle sensitive financial, personal, and business information with the highest level of confidentiality.
• Maintain discretion when dealing with client and company information.
• Ensure documents and correspondence are handled securely and professionally.
• Follow the firm’s internal procedures, policies, and professional standards.

The role is office based and is to start ASAP.