Administrative Assistant

3 weeks ago

Guildford, United Kingdom RSM Full time

As one of the world’s largest networks of audit, tax and consulting firms, RSM delivers big ideas and premium service to help middle-market businesses thrive. We are a fast-growing firm with big ambitions - we have a clear goal to become the premium adviser to the middle market, globally. This vision touches everything we do, motivating and inspiring us to become better every day. If you are looking for a firm where you can build a future and make an impact, then RSM is the place for you.
**Overall job purpose**

To provide a high standard of proactive administrative support, liaising regularly with the partners and staff in order to facilitate the delivery of high quality client service, while playing an important role in the smooth running of a busy office.

The role will involve supporting the Corporate Tax and Private Client Tax Services teams, although previous experience of working specifically as part of a tax team is not required as training will be provided.

**Responsibilities**

**Routine tasks**
- Opening, filing and distributing post (electronically) to relevant team members
- Drafting standard letters / documents and arranging for these to be signed electronically (via Adobe Sign)
- Formatting of reports and presentations in Microsoft Word or PowerPoint
- Supporting the team in the coordination / scheduling of meetings, internal room bookings etc
- Taking minutes of meetings
- Calling HM Revenue & Customs (HMRC) in order to progress certain routine client matters
- Using internal tax return preparation software to extract and circulate status reports on a periodic basis

**Billing support**
- To learn and become proficient with the firm’s client billing system, in order to assist with:
Raising bills to clients;
Making adjustments to the value of work in progress (WIP);
Creating / updating client details and internal team roles; and
Preparing WIP reports and schedules as and when required

**Business development (BD) support**
- To learn and become proficient with the firm’s opportunity tracking / BD system (Microsoft Dynamics), in order to assist with:
Logging new BD opportunities.
Circulating reports on a periodic basis; and
Updating BD activity on Dynamics, as required in order to ensure that the information held is accurate

**Client acceptance support**
- As with all firms operating the sector RSM UK is required to adhere to strict client acceptance and anti-money laundering (AML) procedures. Following the required training, the role holder will be required to assist client teams in performing research and background checks on clients, and documenting findings

**Partner support**
- Management of diaries and arranging meetings, contacting clients and third parties, as relevant, in order to enable this
- Preparing partner expenses as required

**Other ad hoc tasks**
- Assist in the provision of front of house cover as required
- Provide support and cover for other team members cross office and cross region during holiday and other absence

**Essential**
- Experience working in a similar role (not necessarily within a tax team)
- Pro-active mindset, an individual who is able to use their initiative and propose solutions to problems
- Commitment to, and enthusiasm for, client service and delivery
- Excellent communications skills and strong team working ability
- Experience of supporting Senior Management and/or Partners, e.g. with diary and travel management
- Significant experience of using Microsoft office products including MS Word, MS Excel, and MS PowerPoint
- Ability to manage multiple tasks simultaneously, sometimes under pressure
- Ability to work independently to solve problems and manage deadlines while maintaining a high quality of work
- Ability to communicate with clients and colleagues in a calm, and professional manner

Diversity and Inclusion at RSM

At RSM, we want to create a strong sense of belonging so that people of all identities, backgrounds, and cultures feel they can bring their true self to work. Our clients come from all walks of life. We aim to achieve that same diversity of background, experience and perspective in our own teams, so that we can genuinely understand our client’s needs. Diverse teams bring a broader range of ideas and insights to work. That’s why we’re working together to ensure our firm’s principles and processes support a firm culture that embraces difference and strengthens inclusion.

At RSM we work hard to create an environment where our people can make a difference - to themselves, their career, their teams, and to the success of our firm and clients. We support all our people to work flexibly, to manage their family and other responsibilities alongside their work commitments; we believe this is key to achieving an inspiring and fulfilling working environment.

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