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Secretary

Location Ballymena, County Antrim
Sector
Job type Temporary
Salary £10.00 - £12.00 per hour
Published about 1 month ago
Start date ASAP
Contact Louise McCollum
Job ref BM2711LM_1607014185

Job description

Purpose of Post:

To provide an efficient and responsive administration service to the Senior Management Team and assist with management administration and receptionist duties.

Key Tasks:

  1. Manage and maintain Senior Management diaries and correspondence as requested.
  2. Filter emails and post for Senior Management as requested, highlight urgent correspondence and print attachments as required.
  3. Ensure Senior Management diary commitments, documentation and travel arrangements are managed effectively.
  4. Schedule Senior Management meetings with their direct reports and others as requested.
  5. Preparation of monthly Board Reports to meet deadlines - liaise with Company Secretary as required.
  6. Assist Company Secretary in the organisation of statutory meetings as required.
  7. Attend and minute meetings as required by Senior Management. Ensure timely distribution of minutes.
  8. Carry out research and Special Projects as requested by the Senior Management and present findings in a Board report format.
  9. Filter general information, queries, phone calls, and invitations with Senior Management.
  10. Devise and maintain Office systems to deal efficiently with administration, paper-flow, storage etc., and computer based information.
  11. Manage and co-ordinate travel and accommodation requirements as required. Ensure full application of Business Expenses and Travel Policy.
  12. Compile Senior Management expense forms if requested.
  13. Reception duties.
  14. Organisation and preparation of meeting rooms.

Essential Criteria:

Qualified to GCSE level Maths and English Grade C or above (or equivalent)

  • Experience of creating reports and graphs.
  • Typing up meeting minutes.
  • Compiling spread sheets.
  • Working knowledge of Microsoft Office
  • Ability to work as a member of a team.
  • Strong communication & problem-solving skills.
  • Ability to meet tight deadlines and is forward thinking.
  • Ability to meet targets & work in a professional manner.

Desirable:

  • HND in Business Management, or Secretarial Studies (or equivalent) OR
  • Proven extensive relevant experience
  • Degree in Business, Finance or Management
  • Experience of collating drawing packs for suppliers.
  • Experience of communicating change and agreeing an implementation plans
  • Knowledge of credit control and sales invoicing processes.
  • Minimum 3 year's office experience gained by working in an administrative capacity
  • Previous experience within a commercial / sales /finance led environment

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