Team Secretary - London

Job Overview

The Team Assistant plays a key role in supporting a small team of 3–4 Partners and Consultants, ensuring the smooth day-to-day running of the team and providing high-quality administrative support.

The successful candidate will be highly organised, proactive, and service-oriented, with excellent attention to detail and the ability to manage multiple priorities. They will act as a central coordination point for the team, supporting diary management, meeting coordination, travel arrangements, document preparation, expenses, and general team administration.

This role requires a professional and approachable individual who enjoys working collaboratively, providing excellent internal and external customer service, and enabling Partners and Consultants to focus on delivering exceptional client outcomes.

Key Responsibilities

Team and Administrative Support

• Provide day-to-day administrative support to a team of 3–4 Partners and Consultants.
• Act as a central point of contact for administrative queries and requests.
• Coordinate diaries, schedule meetings, and manage appointments across multiple stakeholders and time zones.
• Arrange travel and itineraries.
• Update distribution lists and coordinate internal and external communications as required.
• Provide administrative support for team projects and initiatives.
• Support colleagues across the wider administrative team when required, including holiday and absence cover.

Meeting and Event Coordination

• Organise internal and external meetings, conference calls, and virtual meetings.
• Book meeting rooms and ensure that appropriate technology, catering, materials, and supplies are arranged.
• Prepare meeting packs, presentations, and supporting documentation.
• Welcome clients and visitors where required, ensuring a professional and positive experience.
• Assist with onboarding and orientation activities for new team members.

Business and Operational Support

• Prepare and submit expense claims, ensuring accuracy and compliance with company policies.
• Support project administration by assisting with project setup, documentation, and tracking activities.
• Maintain accurate records and databases, ensuring that data is kept up to date.
• Assist with timesheet administration and reporting where required.
• Handle confidential and sensitive information with discretion and professionalism.

Skills and Experience

Essential

• Previous experience in an administrative, team assistant, coordinator, or secretary position.
• Experience supporting multiple stakeholders within a busy professional services or corporate environment.
• Strong organisational skills, with the ability to manage competing priorities and deadlines.
• Excellent attention to detail and high quality standards.
• Strong written and verbal communication skills.
• High level of proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Ability to work independently while also being a collaborative team player.
• Strong customer service mindset, with a proactive and flexible approach.
• Professional, confident, and personable manner.

Desirable

• Experience supporting Partners, Consultants, or senior professionals within a professional services environment.
• Experience processing expenses and invoices.
• Knowledge of SAP, Salesforce, Workday, or similar business systems.
• Experience coordinating international travel and meetings across multiple time zones.

This role would suit an experienced Team Assistant, Team Secretary, Office Coordinator, or Team Administrator who enjoys supporting a group of professionals in a fast-paced and collaborative environment.