Team Secretary

Job Description

About Columbia Threadneedle InvestmentsAbout Columbia Threadneedle Investments Youll find the promise we make to our clients is the same one we make to our employees: Your success is our priority. Here, youll find growth and career opportunities across all our businesses. Were intentionally built to help you succeed. Our reach is expansive with a global team of 2,000 people working together. Our expertise is diverse with more than 450 investment professionalssharing global perspectives across all major asset classes and markets. Our clients have access to a broad array of investment strategies and we have the capability to create bespoke solutions matched to clients specific requirements. Columbia Threadneedle is a people business and we recognise that our success is due to our talented people, who bring diversity of thought, complementary skills and capabilities. We are committed to providing an inclusive workplace that supports the diversityof our employees and reflects our broader communities and client-base. We welcome applications from returners to the industry. We appreciate that work-life balance is an important factor for many when considering their next move so please discuss any flexible working requirements directly with your recruiter. Job Purpose StatementWhere youll fit in & what our team goals are.... To provide a comprehensive secretarial and administrative support to 1 Fund Manager, 1 Deputy Fund Manager, 2 Asset Managers, 1 Project & Development Manager and assisting/covering within the Secretaries as required. Role ResponsibilitiesHow youll spend your time.... Proactive diary management, arranging meetings with internal staff/contacts, external third party contacts and clients; constantly checking for possible clashes, preparing travel arrangements, itineraries, booking meeting rooms, lunches, etc Daily inbox management for the Fund Manager To work closely with the team to ensure it runs smoothly Answering phones - fielding calls and taking messages Preparing meeting material and putting together presentations using PowerPoint Taking meeting minutes where requested Inputting property investment introductions on Epic swiftly and accurately Aid FM in preparation of Acquisition & Disposal Authority Forms Aid FM in preparation of annual Report on Accounts Aid FM in preparation of BUM meeting paper. Collate and input IPD Performance Data Travel arrangements: personal and for work trips, home and abroad/dealing with hotels, airlines and trains Monthly updating of the TPEN sales spreadsheet using information sent from CBRE Compiling reports on Horizon Entering property information onto Sharepoint Aid Fund Manager & Investment Manager in creating Quarterly Bulletins & collating information from relevant Asset Managers Assisting the Project & Development Manager with keeping up to date insurance information Taking dictation of letters, emails, reports etc using Word (and Excel) Opening and distributing post as appropriate To carry out general administration duties on request Ad-hoc duties such as filing, photocopying Expenses - processing expenses and liaising with Accounts Payable teams Providing holiday cover for other PAs in the department Key CapabilitiesTo be successful in this role you will have.... Strong organisational and time management skills Advanced PowerPoint, Word and Excel Strong administration skills Flexibility - priorities get changed/added/cancelled at short notice Excellent and effective communication, both written and verbal, at all levels Able to work to tight deadlines and under pressure Acts on own initiative Excellent interpersonal skills Ability to work on your own as well as part of a team