A great opportunity to contribute to a major project shaping the future of rail and transport in London! We are seeking a highly organised and proactive Senior Secretary to join the team on the Old Oak Common project in West London. This role is primarily focused on providing dedicated, day‑to‑day secretarial support to the Project Director, acting as their key administrative partner and ensuring the smooth running of their diary, communications, and priorities.
Alongside this core one‑to‑one support, you will also provide ad‑hoc administrative assistance to the HR team and offer wider support to senior management when required. This is a varied and central role within the project, offering daily interaction across the leadership and HR functions.
Acting as the personal secretary to the Project Director (primary duty), you will:
- Provide full administrative and secretarial support, including diary management, inbox assistance, scheduling, minute-taking, and document preparation.
- Process monthly expenses and coordinate travel, accommodation, and logistics for the Project Director.
- Draft letters, emails, presentations and correspondence on their behalf.
Supporting the HR & Admin team on an ad‑hoc basis, you will:
- Assist with diary coordination, communications, template creation and preparation of presentations for the wider team.
- Support HR in preparing reports for the SLT, IPLT and the wider BBVS team.
- Help organise meetings, in-person and virtual events, training sessions and internal activities.
Providing support to the senior management team, your duties will also include:
- Drafting presentations for members of the IPLT.
- Supporting the preparation of reports for HS2 and senior leadership.
- Coordinating diaries and meetings with other Senior Secretaries and Administrators on the project.
General responsibilities include:
- Answering telephone and email enquiries using Microsoft Outlook.
- Photocopying, printing, and producing documents for colleagues as required.
- Organising, storing and maintaining paper and digital filing systems.
- Booking meeting rooms and conference facilities.
- Arranging internal and external events.
- Creating agendas, attending meetings, and taking minutes.
- Supporting the coordination of project-wide administrative tasks.
Skills & Experience Required
- Prior experience as a Senior Secretary, PA, or administrative professional supporting senior leadership.
- Excellent organisational skills with the ability to prioritise and manage multiple tasks.
- Strong written and verbal communication abilities.
- High level of confidentiality and discretion.
- Competent in MS Office and modern digital collaboration tools.
- Ability to build positive relationships with stakeholders at all levels.
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