Senior Secretary

A large international professional services organisation is seeking an experienced Senior Secretary to join its team. This is a senior-level administrative role providing high-quality support to senior stakeholders.

The Senior Secretary will deliver proactive, organised and detail-focused support to ensure the smooth running of day-to-day operations for designated senior professionals. This position requires someone who can manage a busy and varied workload, act as a trusted point of contact, and provide exceptional internal and external client service.

• Acting as the first point of contact, handling calls, emails and meeting requests, and responding on behalf of senior team members where appropriate.
• Managing complex international diaries, preparing briefing materials and ensuring seamless meeting preparation.
• Processing expenses and supporting wider responsibilities such as supervisory duties and ad-hoc business needs.

• Assisting with the administration of ongoing workstreams following established internal processes.
• Coordinating onboarding requirements, background checks, and general compliance documentation where needed.
• Maintaining accurate electronic and hard-copy filing systems.
• Supporting the closure and handover of completed projects, ensuring all documents are stored and archived appropriately.

• Assisting with internal financial processes, including preparing draft invoices and reports and liaising with finance teams to ensure accuracy.
• Monitoring time recorded on projects, cost estimates and outstanding payments.

• Coordinating comprehensive travel arrangements using internal booking systems.
• Preparing full itineraries and capturing travel expenses.
• Supporting senior team members with business-case preparation for travel.

• Assisting with the preparation of presentations and materials for internal or client meetings.
• Organising small events and updating contact information within internal systems.

• Working closely with administrative teams, document specialists and other support functions to allocate and coordinate tasks.
• Supporting improvements to processes and contributing to a positive team culture.
• Providing absence cover within the wider team when required.

• Coordinating meeting-room setup, visitor hospitality and general office tasks including post handling, scanning, photocopying and stock management.
• Liaising with facilities to report and resolve any premises-related issues.

• Previous experience in a senior secretary or high-level administrative role.
• Strong organisational and time-management skills, with the ability to manage multiple priorities.
• Confident diary management for multiple stakeholders across different time zones.
• Excellent attention to detail and adherence to quality and compliance standards.
• Strong proficiency across MS Office and a willingness to learn new internal systems.
• Professional communication skills, both written and verbal.
• High level of discretion and ability to handle confidential information.
• Experience with internal systems such as project management, billing, or CRM tools is beneficial.
• A collaborative approach and willingness to support team needs as required.