Administrator Secretary

2 weeks ago

Guildford, United Kingdom Charalle Recruitment Limited Full time

Top Ten Accountancy firm with Offices Close to Guildford station seek an Administrator Secretary to join the Fast growing Audit department. This position would suit a well organised Administrator looking for a career in a Large firm with prospects.

Core duties will include the following:

- Provide secretarial and administrative assistance including comprehensive support as required for individual projects to the Partners, Directors, Managers and wider team
- Manage diaries and arrange meetings, ensuring that bookings are achievable in terms of workload and time constraints
- Develop a keen awareness of business impact (risk, budget and reputation) and keep the Partners and OMP appraised of anything which could put the business at risk
- Draft letters, format documents, minute meetings and respond to external invitations. Liaise with clients as appropriate
- Preparing, amending and sending Letters of Engagement and disengagement
- Monitoring client identification and keeping accurate records
- Scanning the departments letters of engagements and money laundering documents and uploading them onto CEAP
- Preparing, formatting and production of high-level reports as required, ensuring all Firm branding is adhered to and that the reports are prepared to the highest quality for onward transmission (PowerPoint & Word)
- Submitting accounts and other audit reports to Companies House and other regulators such as teachers’ pensions
- Monitoring missing time posting for the team
- Preparing Audit documents (Audit Plans/AFRs/meeting packs etc)
- Travel and hotel bookings for the team as required
- Co-ordinate and book team training courses as required
- Organising file reviews
- Arranging IIC & GRT checks
- Updating business development activity on MS Dynamics (client database), ensuring that all information is accurate
- Arranging seminars, workshops, client events, managing and co-ordinating suppliers and all event logistics (venue, catering, travel)
- Assisting in the preparation of tender documents ensuring adherence to guidelines on RSM templates and branding
- To act as an ambassador for RSM at client events, playing a key role in providing a meet and greet service to those attending whether internal or external
- Billing and provisioning for partners, directors and managers monthly, as required
- Setting up contacts/engagement codes/updates to existing client addresses etc
- Preparing WIP reports as required
- Experience working in a similar role
- Excellent communications skills and strong team working ability
- Demonstrate advanced technical skills in using MS Word, MS Excel, MS PowerPoint and related programs
- Experience of assisting on BD matters and on the preparation of pitch and other marketing documents
- Ability to remain discreet working with confidential matters
- Ability to manage multiple tasks simultaneously, solve problems, manage and meet the deadlines and maintain a high quality of work
- Experience with diary and travel management
- Possess flexibility and adaptability to manage changing work requirements and varying volumes of work

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