Administration Assistant

2 weeks ago

City of London, United Kingdom Crowe UK LLP Full time

**Purpose**:To provide an exceptional standard of secretarial and administrative support to Partners/Directors/Team. To be a team player, proactive, accountable and responsible for their own workload, handling confidential data and informationprofessionally.

To be an excellent communicator who is extremely well organised and can demonstrate the ability to pay close attention to detail.

**Key responsibilities**
- Be client focused, understand expectations and requirements of the Partners/Directors/Team and ensure the needs of both internal and external clients are met
- Advise Partners/Directors/Team on the most effective and appropriate method of presentation of information and ensuring production of high quality documents
- Manage diaries, using initiative to anticipate and resolve any conflicts which may include sensitivity to personal diary arrangements
- Completing new client forms and processing new client identification documents
- Ability to anticipate the team’s needs
- Arrange meetings, internally and externally, including conference calls
- Assist with client liaison on behalf of Partners/Directors/Team as required
- Take ownership of enquires, resolving or forwarding as appropriate
- Book national and international travel arrangements, sometimes complex, ensuring efficient use of time and mínimal expenditure
- Attend internal meetings as required, take minutes and ensure actions are followed up accordingly
- Co-ordinate appraisal meetings between members of the team
- Work to deadlines and prioritise work requests
- Have knowledge and management of Client Relationship Management (CRM) system for the team
- Deliver a consistently high standard of secretarial and office duties as required, including:

- timesheets
- expenses
- post
- Filing
- dealing with telephone enquiries
- contacting clients, contacts, third parties and authorities
- receptionist duties
- stationery requesting/ordering.
- Be proactive and review and improve processes to ensure an optimal service for Partners/Directors/Team is delivered
- Basic letter drafting as requested which may be acknowledgements/chaser letters, cover letters for bills
- Effective use of standard templates
- Follow client take on procedures, including dealing with anti-money laundering procedures
- Generate and print out reports from CRM, billing system, tax software system
- Finalise tax returns and accompanying letters
- Submit tax returns to HMRC
- Use portal, egress and M Files (document management system)
- Draft bills, auto bills and send out when approved
- Deal with partners post on a daily basis
- Deal with Big Hand dictation
- Oversee tax training for the team
- Book courses and conferences on behalf of the team
- Scan documents
- Maintain absence chart for the team
- Overseeing and organising seminars, workshops, conferences, client, team and other events
- Prepare slides for presentations
- Dealing with client accounts
- Set up payments as and when required
- Bank reconciliations
- Supporting the team and dealing with ad hoc matters as and when they arise
- To undertake other duties and responsibilities that may be reasonably required and support other employees/teams when business needs dictate

**Communication and building relationships**
- Liaise with appropriate members of other departments within the firm when required
- Build and maintain collaborative working relations with all colleagues, clients and client secretaries where appropriate to the role
- Demonstrate rapport, empathy and professionalism when communicating with all parties
- Utilise internal and external networks to help solve problems and devise effective solutions
- Demonstrate a high standard of communication skills

**Person specification**
- Experience gained from working in a medium/large fast-paced corporate environment preferred
- Ability to work with mínimal supervision and guidance
- A good understanding of the business of Crowe
- Efficient organisational skills, with a very high degree of accuracy and an ability to prioritise a conflicting workload
- Demonstrate flexibility and resilience
- Exercise confidentiality, discretion and personal sensitivity in all aspects of the role
- Seek continuous professional development opportunities in order to enhance and acquire knowledge, skills and expertise
- Intermediate to advanced skills in Microsoft Word, PowerPoint, Excel, Outlook
- Minute taking/shorthand advantageous
- Advanced knowledge of relevant databases and systems
- Knowledge of client monies procedures an advantage
- Presentable and keen to represent the face of the firm
- Flexibility required to work outside of normal office hours when circumstances arise

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