- Acting as an ambassador and first point of contact for an allocated number of senior tax professionals.
- Providing comprehensive diary management, with full autonomy to make decisions using initiative to determine purpose,
- minimum time required and resolve any potential duplication.
- Facilitating all logistical arrangements and ensuring all documentation is prepared in advance of meetings. This may include preparing agendas, minute taking, monitoring meeting attendance and taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
- Proactive itinerary planning including accommodation, transfers, researching and considering reasonable alternative cost-effective travel.
- Maximising cost reduction opportunities, utilising preferred travel provider in line with RSM's travel and expenses policy.
- This may include preparing complex international travel itineraries.
- Screening phone calls and messages as well as sorting post and emails for assigned for the office. This will involve preparing a list of action items and issues, referring to the relevant staff member when required.
- Preparing and revising documents including letters, emails and proposals. This will involve sense checking all communications and documentation, complying with brand and risk procedures.
- Collating and processing expenses and invoices, ensuring compliance with policy and approval process.
- Reconciling credit card/bank statements with receipts as appropriate.
- Preparing and submitting timesheets as required.
- Managing and dealing with fee preparation and processing as required. This will involve prompting the team in advance at month end, raising fees and credit notes, updating our time management system Paso for changes in staff and partner responsibilities and any other relevant changes, and ensuring monthly deadlines are met.
- Using judgement to manage workload, current issues and relevant queries, including taking ownership of enquiries and ensuring other issues are referred to the appropriate person in a timely fashion.
- Becoming a proficient user of Dynamics, RSM's CRM system, in order to keep the team and national database up to date, and assist with reporting from this software.
- Developing and maintaining internal and external networks, to build knowledge of key issues and effectively identify and communicate priorities.
- Meeting and greeting visitors to RSM offices, and setting up required supplies for external meetings.
- Building strong relationships with clients and their Secretaries, identifying opportunities to enhance RSM's reputation.
- Carrying out any other duties that are within the scope, spirit and purpose of the job, the title of the role, its grading as requested by Line Manager or Head of Department.
- Strong interpersonal skills with the confidence to regularly interact with individuals of all levels.
- A collaborative and pro-active approach with strong team working abilities.
- Excellent attention to detail.
- Good organisation and prioritisation skills, with the proven ability to work flexibly.
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Senior Secretary - Glasgow, United Kingdom - RSM
Description
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.About the department
Whenyou become part of our team, you'll discover a culture celebratingindividuality, fresh thinking, flexibility and collaboration, whilst not onlyembracing change but impacting it. We're simply not a one-size-fits-all firmand work hard to create an environment where our people can make a difference -to themselves, their career, their teams, and to the success of RSM and ourclients. As Ali Sapsford (our Head of Tax) states, "personality and fun areas big a part of our culture as is our passion for delivering a premium serviceto our clients... That sense of team is what attracts clients and staff alike toRSM, and it's one of the things I love about RSM"
You will be a part of a welcoming and dynamic Scottish Central Belt SupportTeam whose primary responsibility is to provide a high standard of secretarialand administrative support across our Edinburgh and Glasgow offices.
About the opportunity
Thepurpose of the role is to provide a proactive and efficient secretarial serviceto the Glasgow and Edinburgh offices, which are made up of approximately 100staff each and a total of 13 Partners. This position is based in Glasgow,offering flexible and hybrid working, and may be completed on a full-time orpart-time basis.
Mainareas of responsibility will include diary and travel management, time andexpense management, and relationship and communications management. As anintegral part of the Office Support Team, you will work closely with colleaguesto ensure both internal and external clients receive a quality service in allrespects.
About the ideal candidate
The ideal candidate will have previous experience of working in a senioradministrative, ideally secretarial, position, or have suitably relevant practicalexperience within another capacity. You will demonstrate excellentcommunication skills, both verbal and written, with strong working knowledge ofMicrosoft packages, such as Word, Outlook, Excel and PowerPoint, preferablyinclusive of updating branded documents and communications.
Note: This job description reflects the present requirements of the role. As duties and responsibilities change, the job description will be reviewed and will be subject to amendment in consultation with the individual.
