Part Time Secretary - Accountancy
Posted on Jan 21, 2019 by Charalle Recruitment Limited
Leading Accountancy firm based in the City of London seek a Secretary to work 3/4 Days per week providing secretarial and administrative assistance to the Private Client Services team. Duties will include:
Diary management travel arrangements, time reporting, expenses, invoices
and the provision of meeting support.
Act as an ambassador and first point of contact for allocated team - Managers, Directors, Partners and wider firm.
Develop and maintain internal and external networks, building knowledge of key issues in order to effectively
Proactively monitor meeting attendance, preparing agenda's, taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
Attend to take minutes if required.
Facilitate all logistical arrangements and ensure all documentation is prepared in advance of meetings.
Proactive itinerary planning including accommodation, transfers, researching and considering reasonable alternative
cost effective travel.
Prepare complex international travel itineraries.
respond to queries;
take ownership of enquiries and ensure other issues are referred to the appropriate person
in a timely fashion in their absence.
Screen phone calls and messages, sort post and emails for the portfolio and prepare a list of action items and
issues, referring to the relevant portfolio member when required.
Prepare and revise documents including letters, email and proposals. Sense checks all communications and
documentation, complying with brand and risk procedures.
Project manages large and complex events ensuring compliance with policies and liaising with marketing, procurement,
risk management, health and safety and all other relevant teams.
Facilitate all logistical arrangements and attend events as required, proactively ensuring relevant documentation is available.
Manage budget and effectively negotiate costs.
Time and expense management
Prepare and submit timesheets as required
Collate and process expenses and invoices ensuring compliance with policy and approval process.
Reconcile credit card/bank statements with receipts as appropriate.
Attend training where required and team meetings with the wider support team.
Maintain an awareness and observation of Health and Safety issues within the Firm and report any concerns to the
Health and Safety representative.
Carry 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.
Ideal candidates must have the following skills and experience:
The confident to engage with senior/high profile contacts and clients and their teams.
Attention to detail and ownership for the delivery of high quality work.
Ability to work as part of a team, ensuring seamless service to the firm and clients.
Confident with the ability to use own judgement and make decisions in order to prioritise, challenge, negotiate and influence.
The ability to plan ahead and anticipate potential problems.
Strong organisational skills with ability to prioritise a busy and often conflicting workload.
A flexible and professional approach, remaining calm under pressure
An advanced knowledge of Microsoft office
Outlook knowledge is an advantage
Knowledge of time zones and best means of travel between multinational locations.
Experience of organising conferences/events
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