Administrative Assistant

Job description

Overall job purpose

To provide an enthusiastic, effective and efficient administration service and to ensure that internal and external clients receive a quality service in all respects.

Responsibilities

• Assisting the partner and service lines with client billings, preparation of letters, internal compliance procedures, general IT queries and assistance with MS office applications including ad hoc administrative duties
• Providing effective support to all service lines, with a focus on the tax department, when required
• Playing a key role in supporting the office with all facilities matters pertaining to the office e.g. advising manager of faults and repairs which need attention, liaising with contractors onsite with supervision from the Executive Assistant
• Accepting, logging and returning client documents and records
• To prepare refreshments for meetings and office events
• To book meeting rooms, liaise with all RSM staff and co-ordinate the booking system to ensure it is kept up to date
• To set up meeting rooms (layout/screen etc) and restore the room to standard set up after use and ensure they are fully equipped with relevant RSM collateral where appropriate (note pads, pens, flip charts, etc.)
• Reception cover responsibilities, including answering and announcing calls and greeting visitors at reception with the utmost professional courtesy and respect
• To manage incoming/outgoing post requirements for the office
• Forwarding general correspondence to clients
• Printing, binding, scanning and photocopying documentation
• Arranging seminars, workshops and preparing refreshments as required, under the supervision of Executive Assistant
• Assisting with client and networking events
• To support office events when required (may include some early mornings and late afternoons with notice)
• To support visitors from other RSM offices, including booking hotels and taxis
• Stocktaking and ordering of stationery as required
• Performing regular stocktaking of office consumables ensuring that supplies are kept, topped up and replenished through the day
• Performing fire marshal duties as required
• Filing and archiving, including following all company policies in accordance with the RSM rules regarding confidentiality of client papers and to safeguard all client data and information in all formats

Personal and professional qualities

Essential:

• Excellent communications skills
• Excellent customer service skills
• Strong team working ability and a positive, enthusiastic attitude
• Demonstrate good IT skills and experience with MS Word, MS Excel, MS PowerPoint and related programs
• Ability to remain discreet working with confidential matters
• Forward looking thinker, who actively seeks opportunities and proposes solutions in a timely manner.
• Commitment to, and enthusiasm for, client service and delivery
• Ability to work co-operatively and effectively within the team and the organisation
• Ability to manage multiple tasks simultaneously, solve problems, manage and meet the deadlines and maintain a high quality of work.
• Possess a personal presentation that reflects a professional image and the values of the organisation
• GCSE or equivalent English and Maths

Desirable:

• Flexibility is required and an ability to remain calm under pressure
• Possess adaptability to manage changing work requirements and varying volumes of work

Flexible Working

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.

Diversity and Inclusion at RSM

At RSM, inclusion and diversity are central to our values. We have an authentic focus on intentional inclusion, enabling our people to feel they can bring their whole self to work and ensuring everyone feels supported, respected and confident to make a valuable contribution.

To find out more, please visit our Diversity and Inclusion page on our Careers Website.

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