Dynamic, fast paced team within Audit/Assurance based within top 10 Accountancy firm seek an experienced Team Secretary who has worked at Partners/Manager level ideally in a professional Services firm, ideally Accountancy.
As a Team secretary within this fast paced team, you will be responsible for the following tasks and responsibilities.
Proactive diary management, using initiative to resolve conflicts and
exercise judgment on priorities.
Taking ownership to ensure enquiries
and issues are appropriately delegated and resolved effectively.
Facilitate all logistical arrangements for events/meetings and attend as
required, pro-actively ensuring all relevant documents are available.
Provide packs of documents required for meetings if required.
Arrange meetings book meeting rooms, accommodation, conference
calls, breakfasts, lunches and dinners.
Responding to and processing of bank and 3rd party letters, using
confirmation.com. Keeping up to date the log.
Call handling – acting as the first point of contact for all internal and
external calls. Acting as a ‘gatekeeper' ensuring that speculative /
unsolicited sales calls are fielded appropriately. Ensuring they are put
thorough to the appropriate person in the team and resolved as quickly
Support the production of proposal documents, plus other marketing
Monthly billing – manage and assist in fee preparation and processing
as required. Prompting the team in advance. Raising credit notes as
Proactive travel management, considering cost and effective travel.
Maximising cost reduction opportunities, utilising preferred travel
provider in line with travel and expense policy.
Type all letters, memos, minutes, presentations and reports in
accordance with standard procedures, and to draft
Act a first point of contact for the team and the wider firm.
Developing and maintaining internal/external networks and enhancing reputation.
Keep the team and national databases up to date and work with marketing on
cleansing and reporting.
Collate and process expenses, timesheets and invoices ensuring
compliance with the Policy and approval process.
Photocopy/scan documents for the team as and when required
Adhoc duties – archiving, filing, couriers and project support.
Provide cover for colleagues during absences as appropriate
Attend training where required and team meetings with the wider
Maintain an awareness and observation of Health & Safety issues
within the Firm and report any concerns to the Health and Safety
You must have worked in a Professional services firm ideally partnership and be computer literate and confident.