Senior Secretary

Senior Secretary - Oxford (Hybrid: 3 days from home, 2 days in the office)

A large international professional services organisation is seeking an experienced Senior Secretary to join its team. This is a senior-level administrative role providing high‑quality support to senior stakeholders.

About the Role

The Senior Secretary will deliver proactive, organised and detail‑focused support to ensure the smooth running of day‑to‑day operations for designated senior professionals. This position requires someone who can manage a busy and varied workload, act as a trusted point of contact, and provide exceptional internal and external client service.

---

Key Responsibilities

Senior Stakeholder Support

• Acting as the first point of contact, handling calls, emails and meeting requests, and responding on behalf of senior team members where appropriate.
• Managing complex international diaries, preparing briefing materials and ensuring seamless meeting preparation.
• Processing expenses and supporting wider responsibilities such as supervisory duties and ad‑hoc business needs.

Project & Administrative Support

• Assisting with the administration of ongoing workstreams following established internal processes.
• Coordinating onboarding requirements, background checks, and general compliance documentation where needed.
• Maintaining accurate electronic and hard‑copy filing systems.
• Supporting the closure and handover of completed projects, ensuring all documents are stored and archived appropriately.

Financial & Reporting Coordination

• Assisting with internal financial processes, including preparing draft invoices and reports and liaising with finance teams to ensure accuracy.
• Monitoring time recorded on projects, cost estimates and outstanding payments.

Travel & Logistics Management

• Coordinating comprehensive travel arrangements using internal booking systems.
• Preparing full itineraries and capturing travel expenses.
• Supporting senior team members with business‑case preparation for travel.

Business Support & Coordination

• Assisting with the preparation of presentations and materials for internal or client meetings.
• Organising small events and updating contact information within internal systems.

Team Collaboration & Delegation

• Working closely with administrative teams, document specialists and other support functions to allocate and coordinate tasks.
• Supporting improvements to processes and contributing to a positive team culture.
• Providing absence cover within the wider team when required.

Office Support

• Coordinating meeting-room setup, visitor hospitality and general office tasks including post handling, scanning, photocopying and stock management.
• Liaising with facilities to report and resolve any premises-related issues.

---

Skills & Experience Required

• Previous experience in a senior secretary or high‑level administrative role.
• Strong organisational and time‑management skills, with the ability to manage multiple priorities.
• Confident diary management for multiple stakeholders across different time zones.
• Excellent attention to detail and adherence to quality and compliance standards.
• Strong proficiency across MS Office and a willingness to learn new internal systems.
• Professional communication skills, both written and verbal.
• High level of discretion and ability to handle confidential information.
• Experience with internal systems such as project management, billing, or CRM tools is beneficial.
• A collaborative approach and willingness to support team needs as required.