Team Secretary

  • Location
    Birmingham, West Midlands
  • Salary
  • Category
    Office and Secretarial - Office and Secretarial
  • Job type
  • Industry
    Office and Secretarial
  • External Reference

Are you an experienced PA/Secretary with experience of supporting large teams? Are you highly organised with meticulous attention to detail? Do you want to work for a market leading company that promotes employee growth and progression? If so, this is the perfect role for you!

An amazing opportunity for an experienced PA/Secretary to join a large real estate organisation based in Birmingham City Centre.


  • City Centre location

  • Excellent salary - £24,000 depending on experience

  • Full time role

  • Hours of work - 09:00am - 17:30pm

  • Pension plan

  • Other company benefits

Duties to include:

  • Providing full secretarial support to the team of 12-15

  • Provide secretarial/administrative support to the Planning & Urban Design teams

  • Diary management (awareness of team movements and availability), arranging meetings and booking meeting rooms

  • Typing and formatting of letters/reports/tenders/emails

  • Raising fee invoices and management of the team's billing process including project and team wide fee spreadsheets

  • Creation of agendas and minute taking at meetings

  • Managing the preparation of the team's weekly work list schedule in advance of meetings

  • Dealing with queries from clients and sub-consultants

  • Opening and closing of jobs and associated administration

  • Filing/photocopying/scanning/archiving/printing/binding

  • Handling telephone calls, taking messages and covering phones

  • Bespoke support on projects (e.g. transcribing notes, formatting reports / track changes)

  • Assistance in preparing and managing events (identifying & booking venues, preparing and managing distribution of questionnaires, preparing marketing material, envelope stuffing, collating responses)

  • Providing assistance at internal/external department events

  • Arranging and coordinating team meetings and events

  • Assisting with physical setting up of client / project meetings

  • Maintaining online and paper filing and archiving system

  • Managing contacts database

  • Preparing PowerPoint presentations

  • Processing expenses and updating time-sheets for fee earners

  • Processing mail merges

  • Maintaining a high level of professionalism when dealing with clients and colleagues

  • Assisting admin / support staff from other Departments (e.g. to cover sick or annual leave)

  • Acting as the interface between the team and office manager to resolve admin queries

  • Assisting the Divisional Business Manager with updating divisional spreadsheets as and when required

Skills/Experience required:

  • Previous experience in a similar role

  • Excellent administration and time management skills

  • Excellent IT skills - Microsoft Office, Outlook, Excel and PowerPoint

  • Excel user - intermediate/advanced - must have experience of v-lookups and pivot tables

  • Excellent verbal and written communication skills

  • Accurate typing skills - 60wpm minimum

  • Proficiency in taking minutes of meetings

  • Highly numerate and comfortable with managing financial spreadsheets

  • Proactive, assertive and self-motivated

  • Excellent organisational and prioritising ability

  • Meticulous attention to detail

  • Ability to work with senior members of staff

  • Excellent ability to work flexibly and multitask

  • Must be a team player but also have the ability to use own initiative

  • Must be able to cope with routine tasks

  • Dependable - proven ability to work under pressure to tight deadlines

  • Ability to work under pressure and key deadlines

  • Resilient personality with a natural ability to get on with other people

This is one of my favourite client's so get applying now! Shortlisting and interviews are taking place imminently.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.

Please apply with your CV to: Rehana Begum