Job Description

Role Introduction
Secretary to the Managing Director
Position Overview:
The Secretary to the Managing Director provides high-level administrative and secretarial support, ensuring smooth operations and effective communication within the organization. This role demands exceptional organizational skills, the ability to prioritize tasks, and manage competing demands. The Secretary will manage the MDs schedule, coordinate meetings, handle correspondence, prepare documents, and provide administrative support to ensure the MDs objectives are met efficiently and effectively.
What You Will Do
Key Responsibilities & Performance Metrics * Managing the Managing Directors Schedule
Responsibilities:

• Coordinate and maintain the MDs calendar, scheduling appointments, meetings, and travel arrangements.
• Prioritize all appointments and meetings based on urgency and importance.

Performance Metric: * No missed appointments or schedule conflicts, ensuring the MDs time is optimized without disruption.

• Coordination of Meetings

Responsibilities:

• Schedule and organize both internal and external meetings, ensuring all arrangements (venue, materials, etc.) are handled.

Performance Metric: * Meetings are organized efficiently with all logistics in place, ensuring seamless operations and informed participants.

• Handling Correspondence

Responsibilities:

• Manage all incoming and outgoing correspondence, including emails, phone calls, and letters, prioritizing and responding where necessary.
• Ensure communication is directed to the correct department or individual in a timely manner.

Performance Metric: * Correspondence is handled promptly, with priority messages addressed in a timely manner, ensuring no important communication is overlooked.

• Document Preparation and Editing

Responsibilities:

• Prepare, edit, and format reports, presentations, and other documents for the MD.

Performance Metric: * Documents are clear, well-organized, and free of errors, consistently meeting the MDs expectations and delivered on time.

• Phone and Visitor Management

Responsibilities:

• Screen phone calls and visitors, directing them to appropriate parties and ensuring minimal disruptions to the MDs workflow.

Performance Metric: * Efficient management of calls and visitors, protecting the MDs time and minimizing unnecessary interruptions.

• Filing and Record Keeping

Responsibilities:

• Maintain both electronic and physical filing systems, ensuring all records are organized and easily retrievable.

Performance Metric: * A well-organized filing system, both digital and physical, that allows for fast and accurate document retrieval.

• Meeting Agendas and Minutes

Responsibilities:

• Assist with preparing agendas, taking meeting minutes, and following up on action items.

Performance Metric: * Accurate, clear meeting minutes with actionable follow-up items, ensuring that deadlines and responsibilities are tracked.

• Handling Confidential Information

Responsibilities:

• Handle sensitive information with discretion and professionalism.

Performance Metric: * Maintain confidentiality at all times, ensuring that sensitive information is protected and only shared with authorized parties.

• Research and Data Compilation

Responsibilities:

• Conduct research and compile relevant data as requested by the MD for meetings, reports, or presentations.

Performance Metric: * High-quality research that is thorough, relevant, and completed within the requested timeframe.

• General Administrative Support

Responsibilities:

• Provide support with general office duties, such as ordering supplies, managing office equipment, and coordinating maintenance requests.

Performance Metric: * Office functions are maintained smoothly with minimal disruption, ensuring all administrative needs are met promptly.
What You Will Have
Required Qualifications

• Proven experience as a secretary or administrative assistant, preferably in a senior-level support role.
• Exceptional organizational skills and the ability to manage multiple tasks and priorities effectively.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• High level of discretion and professionalism when handling sensitive information.
• Strong attention to detail and the ability to complete tasks accurately and efficiently.
• Ability to work independently with minimal supervision while being an effective team player.
• Flexibility and adaptability to shifting priorities and deadlines.
• Professional demeanor and strong interpersonal skills.

What We Do For You

• Generous Annual Leave 20 days, plus public holidays, with the possibility to buy additional days
• Life Insurance 3x times annual salary
• to the latest technologies

Who We Are
We are one the UKs largest tech companies, and our products sit at the heart of some of the country's best-known businesses. Weve grown phenomenally quickly with a xc2xa3275m turnover and 2,800 employees supporting over 25,000 customers. We hire for potential. We want to make sure we have the best people for the job and provide genuinely equal opportunities for our people to thrive. Our recruitment process is designed with inclusion and equity at its core.
Find out more about the next steps once youve applied here -