Administrative Assistant

**Overall job purpose**

To provide a high standard of administrative support working across the office and various service lines, playing an important role in assisting other admin team members in the day-to-day tasks involved in the smooth running of a busy office, liaising regularly with the line manager as required.

**Responsibilities**
- General administration as required including, but not limited to:

- Managing the administration of the meeting room booking system and ensuring that external meeting rooms are client ready at all times
- Managing the booking of visitor car parking spaces
- Performing front of house duties as required, greeting clients and visitors, preparing refreshments where appropriate and assisting with any client requirements such as photocopying, scanning etc
- Performing regular stocktaking of office consumables ensuring that supplies are kept topped up
- Playing a key role in supporting the Facilities Manager with all facilities matters pertaining to the office e.g. logging of faults and repairs, liaising with contractors and updating the Facility Manager on any repairs which need attention
- Carrying out regular inspections of the office to ensure all facilities are working, noting any that are not and reporting accordingly
- Managing the incoming/outgoing post requirements for the office

**Support to Partners, Directors, Managers and wider team**
- 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

**Business Development Duties**
- 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

**Practice Management System (PASO) - Billing**
- Billing and provisioning for partners and managers monthly, as required
- Setting up contacts/engagement codes/updates to existing client addresses etc
- Preparing WIP reports as required

**Ad Hoc Tasks**

General administration as required including, but not limited to:

- Providing assistance cross office and cross regional support to other service lines as required
- To assist other admin team members in the day-to-day tasks involved in running an office
- Acting as fire marshal performing duties as required

Minimum Qualifications

**Essential**
- 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
- Possess flexibility and adaptability to manage changing work requirements and varying volumes of work

**Desirable**
- Experience of supporting Senior Management and/or Partners
- Forward looking thinker, who actively seeks opportunities and proposes solutions in a timely manner
- Commitment to, and enthusiasm for, client service and delivery
- Possess a personal presentation that reflects a professional image and the values of the organisation
- Ability to work under pressure