Team Secretary

Job Title: Team Secretary

Reporting to (Job Title): Executive Assistant to CEO and Director, Administration

Objective of role: To provide the day-to-day secretarial and administrative work at
TheCityUK & The Financial Services Skills Commission

Closing Date: 23:59 3rd September 2025 

We reserve the right to close an advert early if we identify suitable candidates.

Key Activities & Responsibilities

Working within the TheCityUK, the job holder will be providing comprehensive secretarial and administrative support to the TheCityUK and the CEO of The Financial Services Skills Commission (FSSC)

• TheCityUK work across the organisation to ensure the support elements of the organisation’s objectives are delivered successfully.
• Oversee and coordinate meeting invitations for committee meetings and record responses on the organisation’s CRM database
• Liaise with senior members and their PAs to help secure meeting hosts for senior Committees and Market Advisory Groups
• Prepare papers for meetings including agendas and circulate in a timely manner
• Work with colleagues to ensure the Committee meetings and Market Advisory Groups are scheduled throughout the year and not clustered
• Communicate internally and externally by letter, telephone, email or in person in an efficient and professional manner
• Organising refreshments and AV logistics in advance of meetings
• Work closely with the EA to the CEO and Director, Administration on ad-hoc projects for the CEO
• Act as a one of the first points of contact for the organisation: Field enquiries, Handle correspondence, Provide general office and administrative support, Answer incoming calls, Meet and greet guests and serve refreshments as required &        Prepare for internal meetings
• Organise bilateral meetings as and when required for teams with external stakeholders
• Prepare meeting packs / briefings and documents for meetings
• Submit expenses on behalf the Senior Management Group, as and when required
• Arrange business travel and accommodation for colleagues
• Organise logistics for overseas and incoming delegations, including documenting members flight and hotel details
• Supporting the organisations Senior Management Group with agenda setting and taking a note of the meeting ensuring the actions are carried out appropriately
• Supporting the EA to the CEO and Director, Administration with Leadership Council meetings
• Assisting the wider organisation with briefs as and when required
• File management
• Take minutes at meetings when requested
• Provide logistical and administrative support for the wider team’s meetings and activities, examples include supporting with invitee lists for our annual conference/dinner, roundtables etc
• Ensure Board papers are submitted to the CEO’s office by the deadline specified
• Collate briefings for members ahead of major delegations and activities
• Ensure the meetings programme is up to date
• Provide on the day logistics support where necessary to ensure activities run smoothly (some flexibility in hours maybe required)
• Maintain the organisation’s CRM database with key contacts ensuring information is kept up to date
• Conduct administration activities such as guest lists, creating badges, coordinating replies, tracking attendance and invitation acceptances
• Receive and process invoices to the accounts department
• Produce well-presented correspondence and other documents promptly and accurately
• Make full use of Microsoft Outlook system, checking relevant mailboxes when required
• Ensure that urgent matters are passed to the appropriate authority for attention
• Provide cover for other administrative staff as and when required including reception and the Personal Assistants
• Undertake any other duties which may reasonably be requested and are commensurate with the post
• Actively work to build communication links across teams
• Attend Fire Marshall training to become a Fire Marshall for the organisation
  
• Cover reception desk as required during lunch breaks and annual leave

Other Duties

Maintaining Operational and Company Standards

• Promote the best interests of TheCityUK and its members at all times
• Support the organisation’s goals and values
• Encourage and drive quality and continuous improvement of TheCityUK services to its members.

Relationship Management

• Build and maintain relationships with colleagues, members, partners and TheCityUK’s governance bodies
• Liaise with external stakeholders and other bodies as required.

General

• Help shape the delivery of business priorities of the members within the team
• Ensure mailing lists for news and opportunities are up to date on CRM
• Undertake any other duties which may reasonably be requested and are commensurate with the post.

FSSC

• Provide administrative support for the CEO of the Financial Services Skills Commission (FSSC) commensurate with our Service Level Agreement.

Key Relationships & Interfaces

Internal:

• ExCo (Executive Committee)
• SMG (Senior Management Group)
• Line Managers

External:

• Individuals in Member firms
• HM Government
• City of London Corporation
• Mansion House
• Other related trade associations and professional bodies
• Other promotional bodies
• UK Diplomatic Missions
• Diplomatic Missions in London

Person Specification

• Education: GCSEs in Maths and English are essential. A degree or diploma in business administration or a related field is advantageous but not mandatory.
• Experience: Previous experience in a secretarial or administrative role is preferred.

• Skills: Proficiency in MS Office (Word, Excel, PowerPoint).
  Excellent organisational and multitasking abilities.
  Strong communication skills, both written and verbal.
  Attention to detail and ability to work independently.
  Professional demeanour and ability to handle confidential information.
  

• This role typically requires someone who is highly organized, proactive, and capable of managing multiple tasks efficiently

Values at TheCityUK

These core set of values are essential for effective performance in our company and provides a common purpose as to how we deliver our work on a daily basis.

• Rigour
• Impact
• Agility
• Respect
• Teamwork

To find out more about our values and the standards of behaviour, please visit our webpage www.thecityuk.com/careers/

Equal Opportunity

TheCityUK is committed to equal opportunities for all applicants regardless of race, gender, age, disability, religion, sexual orientation or gender.

We are proud to be a disability confident committed employer and, as such, all disabled applicants who meet the minimum requirements of the job as set out in the job description and person specification will be guaranteed an interview. Please advise at application stage or discuss in more detail at [email protected]