Team Secretary

Team Secretary

  • Location

    London, England

  • Sector:

    Corporate Services

  • Job type:


  • Salary:

    £35000.00 - £40000.00 per annum + package, benefits

  • Contact:

    Celia Harker

  • Contact email:


  • Job ref:


  • Published:

    over 1 year ago

  • Expiry date:



Capstone are working in partnership with an international real estate consultancy who are looking to recruit an experienced Team Secretary to support a busy, growing and ambitious team of Project Managers.

This role's primary function is to provide secretarial support, working for a team of approximately 12 Project Managers, including Partners. This will include: diary management, document formatting and bid production. InDesign knowledge is essential to this position.


  • Working on the production of professional presentations using InDesign and PowerPoint and being mindful that the information being used is up to date and accurate.
  • Proactively manage and maintain diaries for Partners and team, making appointments and co-ordinating internal and external client meetings and ensuring all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes.
  • Arrange overseas and regional travel and hotel arrangements via online agent and where required direct with the hotel or airline.
  • Arrange the booking of meeting rooms, video/conference facilities, refreshments, restaurants, taxis etc. and liaise with internal and external meeting attendees.
  • Responding and dealing with external or internal telephone calls and queries in a professional manner, taking clear and concise messages.
  • Occasional taking of minutes/records of meetings etc.
  • Taking a proactive approach to correspondence e.g. dealing with issues or drafting responses before being asked.
  • Copy typing of outgoing correspondence for Partners and team producing fee invoices, reports, submissions, and general correspondence such as letters and emails.
  • Maintaining an electronic filing system consisting of various project and fee files.
  • Liaising with clients, contacts and other staff where necessary.
  • Organising events such as team meetings, socials, hospitality, where necessary.
  • Proof reading work to ensure consistent accuracy and high standard.
  • Understanding the necessity for confidentiality when dealing with client and staff issues.
  • Build and maintain good relationships with Client's and their secretaries as well as within the team.
  • Maintain holiday and sickness records for team.


  • Must have minimum two year's work experience.
  • Experience and a high level of proficiency in managing data through Microsoft Office packages is essential.
  • Adobe InDesign experience ESSENTIAL.
  • Enthusiasm and commitment to provide exceptional work and support to the team.
  • Confident in liaising at all levels both internally and externally.
  • Excellent organisation and prioritising ability.


Please make your enquiries in the strictest confidence to Celia Harker on c.harker@capstone-recruitment.com

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