Executive Secretary

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  • £30000 - £32000 per annum
  • Wells Tobias Recruitment
  • London
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We are looking for a experienced, proactive and reliable Executive Secretary to join a fast paced and busy team to provide business support to the EMA COO and the team.

You will have experience interacting and managing relationships with the colleagues across all levels but your main focus will be the EMA Senior Partners.

You will have strong diary management and events management skills as these are essential for this position.

Diary, Meeting & Travel Management

Provide comprehensive diary management, having full autonomy to make decisions using initiative to anticipate and resolve conflicts

Proactive itinerary planning, researching and considering reasonable alternative cost and time effective travel

Travel to meetings where required, noting actions and minutes

Review and ensure the completion of action points, following internal and external meetings

Facilitate logistical arrangements and ensure all documents are prepared in advance of meetings

Communication and Relationships

Manage Partner/Director e-mail accounts and action as appropriate, with full correspondence management

Build and maintain collaborative and effective working relationships with all colleagues, clients and their secretaries

Adapt approach to complement varying working styles, personalities and business requirements

Utilise internal and external networks, to problem solve and devise effective solutions

Build trust, negotiate, persuade and influence, where appropriate and necessary

Coach and mentor a team of members to develop and enhance their skills further

Support and assist others, when business needs dictate

Client Service

Review and improve processes to ensure delivery of an optimal service for Partners/Directors, advocating best practice in all areas

Understand the mind-set of the Partners/Directors, making decisions on their behalf, where appropriate and necessary

Meet and greet clients to the firm's offices

Event & Project Management

Arrange and project manage internal and external events, activities and projects

Facilitate logistical arrangements and attend events, as required

Manage budget and effectively negotiate costs

Time & Expenses

Accurate and timely submission of Partner/Director time sheets

Collate and process expenses and invoices, ensuring compliance with policy

Person Specification

Extensive experience working at Senior or Board Level, in a fast paced corporate environment

Excellent interpersonal and writing skills

Exceptional organisation skills, with a very high degree of accuracy and the ability to prioritise an often conflicting


Exercise confidentiality, discretion and personal sensitivity, in all aspects of the role

Confident in client and public situations

Demonstrates flexibility and resilience

Seeks to continuously develop, in order to enhance knowledge, skills and expertise

Proactive self-starter, who is able to work with minimal supervision

Intermediate to advanced skills in Microsoft Word, PowerPoint, Excel and Outlook

Minute taking/shorthand advantageous

Good working knowledge of internal databases and systems

If you are interested in the position available then submit your CV today.

It is Wells Tobias Recruitment Solutions' policy, as a matter of courtesy, to respond to all applications within three working days. However because of the volume of applications, we are sometimes unable to respond to individual applicants. If we have not contacted you within three working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future. Thank you.

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