Secretary

Location St Albans
Job Type Full Time

Location: St Albans
Salary: Competitive
Closing date: Close date not set

PURPOSE OF ROLE
The purpose of this role is to provide reliable secretarial and administrative support to the St Albans branch of a top 20 accountancy firm.

KEY ACCOUNTABILITIES
To deliver professional secretarial and administrative support to Partners and managers. Working as part of the secretarial team with a primary responsibility to a portfolio within the team

JOB CONTENT (broad list of tasks, inter alia)
Undertaking administrative tasks for the designated Partners/Managers which includes, but is not limited to, the following:
-Answering telephone, taking messages and passing them on promptly.
-Managing post for the office – ensuring outgoing post is signed and posted out on time.
-Accepting deliveries and informing persons of such.
-Arranging couriers/special deliveries.
-Booking meeting rooms at St Albans, other KS offices and externally.
-Scanning and filing client records/files, archiving where necessary and ensuring all enclosures are scanned.
-Preparing letters with standard enclosures, including from handwritten/recorded notes – ensure they are formatted and printed neatly.
-Taking minutes and typing them up.
-Preparing packs for planning and close out meetings, including agendas.
-Resolving formatting issues in Word.
-Printing bills and processing as per partners instructions.
-Supporting the Partner/Director/Manager in Key client meetings – minute taking and following up to chase on tasks from those monthly meetings
-Excellent working knowledge of Microsoft Office suite of programmes – Word, Excel, PowerPoint & Outlook
-Assisting with preparation of presentations, proposals (e.g. addressing formatting needs, preparing packs etc)
-Assisting with admin needs of specific trusts (i.e. filing paperwork for trusts, typing up details of papers received)
-Dealing with on-boarding of new clients, AML checks (including rechecking regime)
-Diary management for partner (and portfolio team) – to include liaising closely to assist in managing meetings booked etc.

Assisting with email management with clients (e.g. managing meetings including calls to confirm)
-Assisting with communication with clients etc – when partner is working away from the office
-Meeting and greeting clients who arrive at the office and taking care of them prior to meetings.
-Managing database of clients/contacts for portfolio – using Fibre system
Secondary role:
Providing, as time permits, support to local BD Exec – likely to be around assisting with arrangements for local events

ESSENTIAL
-Have a professional telephone and office manner.
-Knowledge of MS Office packages including Word, Excel, Outlook and Powerpoint to an advanced level.
-Minimum of 50 wpm typing speed.
-Familiar with typing and formatting reports – including tables and spreadsheets and presentations
-Ability to communicate effectively both orally and in writing.
-Excellent organisational skills and ability to manage own workload.
-A desire to take an interest in the clients and business.
-Flexible and adaptable approach to work.
-Pro-active and ability to work on own initiative.

To apply click here