This position is a maternity contract for 12 months start at the end of February.

Role Overview

This is a Team Secretary role, providing high level administrative support to the Retail Investment Team, consisting of 3 Directors, 2 Surveyors and 2 rotating graduates.

The ideal candidate should be used to working in a fast paced environment and have excellent attention to detail. The candidate must be very organised, be able to take initiative and build a rapport with clients and the team. A self-motivated individual, they will also be able to demonstrate reliability, flexibility and initiative. The successful candidate must be computer literate to a high standard as well as possess very strong numeracy skills.

Key Responsibilities

• Diary management
• Arranging internal and external meetings and booking meeting rooms
• Note taking at meetings when required
• Arranging travel - flights, trains, taxis, hotels etc (Reed & Mackay system)
• Setting up conference calls and Microsoft Teams meetings
• Use of Microsoft Dynamics AX to register and manage client contact details, input instruction details, raise fee invoices and issue to clients and assist our accounts team with obtaining payment
• Fee sheet update, maintenance, reconciliation and analysis
• Process expense claims for fee earners (Concur system)
• Raising and managing PO numbers on My Purchasing for Suppliers, including Consultant invoices
• Monitor aged debt report and assist with resolution
• Monitor disbursements
• Printing/scanning/photocopying/binding/filing/archiving when required
• Report/presentation/tenders production, formatting and proofing
• Update business development materials incl. brochures, CV's, case studies, team sheets and website biographies
• Internal and external event planning (and attendance where required)
• Distribution of post
• Answering telephone calls, taking messages and handling any queries
• Assisting and escalating team IT issues/enquiries
• Responsible for ordering and maintaining team related equipment e.g. business cards
• Liaise with other secretaries within the wider Division on an ongoing basis
• Keep up to date with any Company changes which require communication and/or actioning
• New joiner administration/induction for new starters in accordance with Induction guidelines
• ISO and compliance Audits
• Conflict Checks

Key Skills

Technical experience:

• Intermediate to advanced knowledge of the Microsoft Office suite – Word, Excel, PowerPoint and Outlook

Skills and knowledge:

• Proactive organisation, co-ordination and prioritising skills
• Professional and confident telephone manner
• Excellent verbal and written communication skills
• Excellent time management skills
• Ability to multitask and to work accurately and effectively under pressure
• Understanding the principles and practice of client care
• Ability to work in a team and appreciate team dynamics
• Strong proof reading and attention to detail skills
• Excellent (advanced) IT skills – Microsoft Office
• Ability to take responsibility for production of high quality/accurate work
• Enthusiasm and commitment to provide exceptional support

Team Overview

The Retail Investment Team is a smaller team based in the Investment division. The team consists of 3 Directors, an associate director, an associate and 2 rotating graduates. The team specialises in Investment sales and acquisitions, with a focus in the retail market, particularly shopping centres.

The individual must be highly organised, flexible and able to clearly prioritise their duties and work on their own initiative. Must possess strong communication skills (both verbal and written) and have the ability to work under pressure.

Previous experience of working in a busy environment is essential as is the ability to provide a high level of service to, and establish rapport with, clients and Savills’ colleagues. A self-motivated individual, able to demonstrate reliability, flexibility and initiative.

Find out more about Savills offer

Recruitment agencies

Savills only pay agency fees where we have a signed agreement in place and that agency has been previously contacted and directed by a member of our recruitment team. We do not pay agency fees when speculative and unsolicited CVs are submitted to Savills or any of our employees other than via our careers website and through our recruitment process. If this is not adhered to, agency fees will not be paid.

Submission of any unsolicited CVs or proposals to Savills will be deemed evidence of full and unlimited acceptance of this approach.