Personal Assistant

8 months ago

Bristol, United Kingdom BDO Full time

**Ideas | People | Trust**

We’re BDO. An accountancy and business advisory firm, providing the advice and solutions entrepreneurial organisations need to navigate today’s changing world.

We work with the companies that are Britain’s economic engine - ambitious, entrepreneurially-spirited and high‑growth businesses that fuel the economy - and directly advise the owners and management teams leading them.

**We’ll broaden your horizons**

Playing an important support role at BDO, our Secretarial and Administration team contributes to our success by taking responsibility for planning and organisation. Their proactive approach to what we do ensures our projects operate seamlessly and co-operation remains strong across our firm. Whatever the challenge, they provide the foundations on which we can excel. Joining this team, you’ll enjoy a friendly and supportive environment - and plenty of variety to keep you on your toes. Want to play your part in our international operation?

**We’ll help you succeed**

Leading organisations trust us because of the quality of our advice. That quality grows from a thorough understanding of their business, and that understanding comes from working closely with them and building long-lasting relationships.

You’ll be someone who is both comfortable working proactively and managing your own tasks, as well as confident collaborating with others and communicating regularly with senior managers, directors, and BDO’s partners to help businesses effectively. You’ll be encouraged to identify and draw attention to opportunities for enhancing our delivery and providing additional services to organisations we work with.

As a **Personal Assistant **you will provide a** **full range of support for a number of **Audit Partners and Directors** - providing administrative, business and personal assistance within the department and to become an integral member of the support team. In this busy role you will:

- Maintain and co-ordinate diaries of Partner(s) and group members as required as well as providing an effective time management approach
- Arrange and co-ordinate internal/external meetings and events. Liaising with delegates, booking boardrooms and arranging refreshments/equipment as necessary
- Organise extensive business travel, visas, hotel accommodation, preparation of itineraries, cars etc
- Significant liaison with clients for meetings, presentations and reports
- Acting as first point of contact for clients by receiving, screening and rooting all incoming telephone calls, correspondence and mail
- Confidence to liaise with high level Partners, both internally and externally
- Acting as gatekeeper for Partners
- Visibility of high level confidential information and maintaining confidentiality at all times
- Responsible to act on the Partner(s) and Manager’s behalf on a range of issues and projects
- Monthly billing for team and working with a Director to make sure all PS fees are raised and there is no shortfall
- Performing conflict checks and client take on via Intapp
- Use of CMS (Client Management System) to maintain accurate client/target information, as well as pipeline management
- Liaising with the internal recruitment team to arrange interviews
- Liaising with the marketing team, issuing seminar invites and supporting at events as necessary
- Supporting with the production and management of tenders / bid documents
- Documentation creation and management, including ensuring on Brand
- Taking minutes at meetings when required
- Completion of expense reports in a timely manner
- Dealing with personal administration as and when required
- Provide an exceptional client experience and support client initiatives within the firm, as well as being responsive and helping to create a positive impression at all touch points
- Assisting with Finance Management by raising invoices and client fee portfolio
- Assisting with client Risk Management by updating and maintaining Risk databases.
- Liaison with the BS Hub in respect of secretarial cover within the group as well as providing support to other PAs as necessary, including holiday and sickness cover
- Deal with routine enquiries and taking appropriate messages
- General administrative assistance to group as required such as timecard chasing.

You'll be someone with:

- Experience in a similar role
- Intermediate to advanced level of Word, Excel and PowerPoint
- Fast accurate typing skills
- Excellent communication skills
- To either have previous experience in, or ability to learn Outlook, Concur, Workday, CMS, InTapp
- Ability to manage / prioritise tasks
- Be a proactive member of the team
- Ability to readily understand the Group’s and Firm’s environment, the Firm’s structure and culture
- Ability in exercising initiative, discretion and organisation
- Be able to identify and evaluate problems and demonstrate the ability to approach and tackle problems effectively
- Be flexible and able to adjust quickly

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