Penns Personnel are delighted to be recruiting a Secretary on behalf of our prestigious client. Situated on the outskirts of Sutton Coldfield this membership-based organisation is looking for a highly organised and proactive professional to provide comprehensive secretarial and administrative support to the Executive Director – Business Development and, where required, the wider Business Development team.
This is a varied and fast-paced role that requires excellent organisational skills, strong communication abilities, and the confidence to manage multiple priorities with professionalism and discretion.
Key Responsibilities:
- Effective diary management and full administrative support for meetings – arranging and attending where required, preparing agendas, taking accurate minutes, creating action plans, and monitoring progress against deadlines.
- Ensuring all relevant materials are prepared in advance, including presentations and reports.
- Coordinating all travel, transport, and associated requirements (flights, rail, accommodation, car hire, visas, foreign currency, etc.).
- Screening phone calls and emails, using initiative to respond, delegate, or draft replies as appropriate, and maintaining an organised mailbox.
- Managing and authorising expenses for the Executive Director and direct reports, in line with company policy.
- Providing extensive project support, including maintaining and updating project boards on Monday.com
- Preparing cost data for budgeting and forecasting.
- Carrying out research and compiling information to support decision-making and project delivery.
- Assisting in the coordination of business events – liaising with venues, managing guest lists, invitations, and tickets, and attending in-person as required.
Essential skills and experience:
- Proven experience providing secretarial support at Director or Senior Management level. Strong administrative skills.
- Confident minute-taker, able to produce both verbatim and summary records.
- Excellent IT proficiency, including MS Word, Excel, PowerPoint, and database management.
- Strong organisational skills with the ability to prioritise effectively and work to tight deadlines.
- High attention to detail and accuracy.
- Excellent written and verbal communication skills.
- A flexible, ‘can do’ attitude with the ability to use initiative and work proactively.
- Discretion, professionalism, and the ability to handle confidential information appropriately.
This is an exciting opportunity to play a key role in supporting business growth and development at a senior level. You will be joining a collaborative and supportive team, where your organisational skills and proactive approach will make a real difference. If you are a highly motivated and professional Executive Assistant looking for your next challenge, we would love to hear from you.
