Personal Assistant

3 weeks ago

London, 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.

A a **Personal Assistant **you will provide a full range of high level support in the **London Audit Group for three Partners within the Tech & Media sector**, including a Member of the Audit Executive. Service levels underpin the firm’s commitment to the delivery of exceptional service. Providing high level administrative, business and personal assistance within the department and becoming an integral member of the Business Support team. Acts as a role model, respecting confidentiality at all times.

In this busy role you will be involved with:
**_ Diary Management_**

Seeks to understand priorities, so is in a position to reschedule meetings when the need arises with mínimal guidance. Assists partner in managing diary commitments to ensure that internal as well as external reputation is considered when rearranging or cancelling appointments. Keeps partner appraised of changes. Agrees with partner when to consult and when to resolve matters independently. Actively assists partner to prepare for forthcoming meetings. Collates any documents required and has them ready for imminent meetings.

**_ Events / Meetings_**

Has some event experience or knowledge of organising large meetings. Will be required to attend meetings and take minutes, follow up on actions, prepare packs in advance.

**_ Finance_**

Actively manages the process of getting bills produced on time and liaises with the Business Support Hub. Produces and understands WIP and provision reports. Maintains provisions and project codes as instructed. Offers assistance and reminders on billing deadlines.

**_ CMS and Pipeline_**

Manages partner's CMS contacts: follows up with partner to collect new information after meetings, uses the internet and other external sources to obtain information. Reviews CMS audited entity and contact information on a regular basis. Ensures that audited entity and contact business interests are flagged so that they receive relevant material. Manages the sales and pipeline for each partner, checks their diaries and encourages them to pass on information. Is a confident user of the CMS reporting system.

**_ Documentation _**

Produces a consistently high standard of work, at speed and under pressure, delegating to the Business Support Hub as appropriate. Ensures that all documentation is brand and CVI compliant. Seeks input from others to quality control key documents. Able to generate draft responses to routine correspondence.

**_ Minute Taking_**

Attendance at quarterly meetings to take minutes, circulate actions and follow up. Draft agenda’s and work closely with HR and strategic project team.

**_ Other duties may include:_**
- 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 audited entities for meetings, presentations and reports
- Confidence to liaise with high level Partners
- Acting as gatekeeper for Partners
- Responsible to act on the Partners behalf on a range of issues and projects.
- To maintain confidentiality at all times
- Completion of expense reports in a timely manner
- Dealing with personal administration a

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