Vacancy Spotlight: Secretarial Assistant | Birmingham

PwC have an exciting opportunity for a number of Secretarial Assistants to join their growing team in Birmingham.

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As a Secretarial Assistant, you will be responsible for providing professional support to a group of Senior Managers across the business.  If you are successfully shortlisted for this position, you will be asked to undertake a written assessment at interview.

About the role

The role will include a variety of responsibilities, as outlined below.

Travel Management

  • Proactive itinerary planning including provision of suggestions on best options, key contact details and ensuring travel details are managed in diary
  • Maximising cost reduction opportunities through full travel policy compliance and challenging whether travel requests are essential
  • Provision of regular progress updates on travel bookings

Diary/Meeting Support

  • Arranging meetings on request including catering, equipment, agenda preparation etc
  • Monitoring of meeting attendance and flagging issues with meeting owner
  • Prompting and ensuring all meetings are cancelled if appropriate in plenty of time to release space
  • Provision of regular progress updates on meeting support
  • Influencing behavioural change in the use of VC and Live Meeting

Telephone support/call handling

  • Ensure that preferences for telephone support are clarified with each customer
  • Calls to be answered professionally and accurate messages to be transcribed and provided to customer
  • All external client calls to be noted and Secretarial Assistant to ensure follow up action has been taken to respond or escalate as appropriate, keeping client informed of any delays

CRM/Iris

  • Provide advice and support on CRM maintenance including creating, amending and deleting contacts and opportunities

New Senior Manager Welcome

  • Make proactive contact when new SMs are allocated, providing template for preferences and contracting for support provision (within Service Offering remit)

Ad hoc administration

  • Provide support for unplanned/emergency absences
  • Act as point of contact for urgent queries during planned and pre-agreed absence cover
  • Provide support for customer in IT technical problems e.g. follow-up/chase support in situations when technology has broken
  • Prepare, amend, format, scan, print documents and correspondence from original manuscripts – complying with brand and risk procedures – generally for documents of 2 pages or less including letters of engagement, short PowerPoint presentations, minutes of meetings etc
  • Preference/key details list to be maintained for each SM in allocation ( to include key clients/alternates for client calls/vital/emergency contact details/dietary requirements etc)
  • Administration for special work e.g. support for planned volume incoming mail for special projects in for example BRS
  • Administrative support for client or internal events to include preparation of invitations, name badges etc

Requirements Secretarial Assistants require:

  • Exceptional customer relationship skills in order to establish a trusted and professional relationship very quickly with their customers – many of whom may be off site.
  • Confidence and the ability to use own judgement in order to be able to prioritise, question, challenge, negotiate and influence behavioural change in customer base.
  • Solution focused with the ability to spot opportunities to add more value to customers within the overall customer charter.
  • High degree of personal responsibility and ownership of the delivery of high quality work.
  • The ability to work as part of a customer focussed team and establish strong relationships with the local PA teams for customer base to ensure co-ordinated and seamless service.
  • Appropriate business knowledge in order to be able to respond to external client telephone calls professionally.

APPLY HERE

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