Personal Assistant to Coo

**Job Title - Personal Assistant to COO**

**Office **-** London**

**Purpose of the Role**

To provide secretarial and administrative support to Partners and their Managers

**Main Responsibilities**
- Arrange the two main annual Partnership meetings; i.e. General and Annual general meetings. Coordinate paperwork, produce agenda, liaise with presenters, circulate final Board packs to all Partners.
- Arrange monthly meetings for the following; Board meetings, Engagement Partners, COO’s, Functional heads, and quarterly Operational Group meetings.
- Arrange MHA and Baker Tilly International Board meetings. This includes room bookings, agendas, attending the meetings, distributing minutes and chasing follow up actions.
- Outlook diary management for the Senior Partner and includes room bookings at London office and other MH offices for client/contact meetings; travel arrangements; hotel bookings; booking restaurants; booking external venues for team or client meetings asrequested
- Field telephone calls, take messages and take action where appropriate
- Action invoices and expenses
- Assist with background research on clients / potential clients if required.
- Amend and format proposal documents (Word / Excel) and presentation documents (PowerPoint) on request from Managing Partner (or Managers where they are working for the Managing Partner) - including proof-reading
- Collate mail shot letters and marketing materials using extracts from CCH/VPM, where necessary.
- Assist AML Partners and related team with company AML procedures etc. and keep up to date files
- Organise Partner appraisal meetings and ensure subsequent paperwork is completed and stored on MyHub
- Onboard new Partners to the firm, ensuring all onboarding documentation is obtained.
- Maintain Partner records on our online HR System ensuring completeness and accuracy.
- Update Notice of Particulars of Ownership, Directory of Businesses and Qualification status as and when necessary.
- Arrange Partner voting, collate result and present back to the Managing Partner.
- Liaise with Partners regarding healthcare checks required.
- Be available to meet and greet clients and contacts in reception if required - for events, seminars, courses, meetings etc or to take delivery of client documents.
- Take calls / messages from clients and make calls to clients as is required to fulfil the duties above (administration only, not advisory).
- Liaising with different functions in the London office and the wider firm (e.g. IT) as required.
- Assist with preparation of T10s for client recharges.
- Take responsibility for the database management of client and contact records on CCH.
- Ensure all external visitors are added to the new system for any meetings that are arranged.
- Carry out administration duties including (but not limited to) photocopying, printing, scanning, faxing, archiving and retrieving files, locating missing files, binding of documents, mail redirections for clients
- Communication of faults to relevant Admin Team to include IT, telephone, photocopier, air-conditioning, kitchen problems
- Prepare engagement letters as instructed and take relevant action as required
- Arrange networking events for Partners and where appropriate produce PowerPoint presentations
- Ensure fee invoices/bills are prepared and printed on request
- Typing - via shorthand notes or by taking instructions - meeting minutes/actions letters, accounts, file notes, reports and bills including digital transcribing and issuing of letters from system templates
- Complete Anti-Money Laundering (AML) forms following Firm’s AML procedures which may include running or arranging checks on the electronic system (currently LexisNexis/URU) for review as required. Request photographic identity or other documents as requiredfrom the client
- Arrange and attend meetings and take minutes, arrange room bookings and agendas
- CCH data document management - pull over client prospect data.
- Prepare reports (Excel) from time recording system (CCH), when required.

**Qualification and Skills**
- Experience in an office environment with a proven track record of providing Personal assistance to individuals and to a team
- Excellent accuracy and attention to detail
- Ability to work under pressure when managing several deadlines
- Excellent communication skills and high standards of grammar - verbal and written
- Proven ability to deal with clients, Partners and all levels of staff.
- Excellent organisational skills using a methodical and flexible approach to tasks.
- Proficient IT skills (Microsoft Office i.e. Word, Excel, PowerPoint, Outlook etc.)
- Typing speed approx. 75 wpm (desirable).