Full job descriptionMy 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.