Executive assistant

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. Key Responsibilities EA Support to Corporate Finance Partners, Managers, Directors and wider team Provide secretarial and administrative assistance to the Corporate Finance team, including comprehensive support as required for individual projects Manage the Partner’s and Directors’ diaries and arrange meetings, conferences, team events, ensuring that bookings are achievable in terms of work load and time constraints Maintain the Project Management tracker spreadsheet on a timely basis Attend the weekly team meetings and prepare a list of action points and proactively follow up on such action points Take responsibility for the take on and compliance procedures for new clients and/or new instructions Ensure that the Partner or Director attending meetings has full support in terms of documents and note takers Prepare draft deal announcements on completion Ensure the team collect client payments, complete their compliance and archive files on completion of projects Maintain the Corporate Finance team staffing schedule and liaise with the National team as appropriate Take an active interest in knowing what stage each transaction is at and be the focal point for the team for such knowledge Input all the team contacts and business development initiatives onto Dynamics Draft letters and respond to external invitations. Liaise with clients as appropriate To be the main point of contact for Corporate Finance and to assist with queries before liaising with any of the fee earners Daily phone calls with key stakeholders to present their actions and to do lists and keep on top of these on a regular basis which includes being contactable out of hours as required Screening telephone calls, relaying messages accurately and in a confidential manner. To also be able to probe in detail of what the caller is after – i.e. name/size of company/what services they require and general research of the company (before presenting to the team/Partner) Process expenses – to input onto the system weekly and process monthly Proactively screen, draft and/or reply to emails on behalf of the Partner. Forward, where applicable, to the project leader involved with the deal on a timely basis Production and amendment of reports (Excel, Word and PowerPoint) – Advanced MS Word essential Organise and co-ordinate corporate travel and accommodation arrangements Book restaurants and event venues as and when required Organise conference calls and initiating them on behalf of the Partner Draft emails and cover letters to clients for the Partner and Directors Department post – incoming outgoing Forwarding general correspondence to clients Binding, scanning and photocopying documentation Organise couriers and ensuring these are charged to the correct code as and when necessary Provide holiday and sickness cover for other admin staff and reception as required Practice Management System (PASO) – Billing Billing and provisioning for partners and managers monthly, as required Setting up contacts/engagement codes/updates to existing client addresses etc Authorised to sign off invoices to the value of £500 Preparing monthly WIP reports as required Reminders to the team regarding outstanding fees and letters of engagement Business Development Ensure that the team keep “in-touch” with targets and monitor all action clearly ensuring this is visible to others in the team. Help to build relationships with key clients and attend events, helping to host as required Organise team and client events during the year as required To monitor and keep a record of invites to events and to chase up any outstanding RSVPs Organise all event debrief meetings with attendees and any follow up meetings to be actioned and kept up to date, again liaising with the BD team for Dynamics/Outlook notes Diarise all BD meetings with senior team/Partner and ensure minutes are distributed in a timely manner; following up to ensure that any outstanding BD actions are completed To assist in the organisation of national Corporate Finance events as required both client facing and internal To ensure departmental deadlines are met for corporate activities Candidate Requirements Essential Experience working in a similar role Ability to work on own initiative and progress matters Excellent communications skills with a calm, confident manner Strong team working ability Demonstrate experience with MS Word, MS Excel, MS PowerPoint and related programs Experience of supporting Senior Management and/or Partners Ability to remain discreet working with confidential matters Forward looking thinker, who actively seeks opportunities and proposes solutions in a timely manner Demonstrated experience with high efficiency and accuracy of typing and work processing Experience with telephone systems, conference calling facilities and internal telephone transfers 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 English and Maths Desirable Flexibility is required and ability to work under pressure Experience with diary and travel management Possess flexibility and adaptability to manage changing work requirements and varying volumes of work Diversity and Inclusion at RSM At RSM, we want to create a strong sense of belonging so that people of all identities, backgrounds, and cultures feel they can bring their true self to work. Our clients come from all walks of life. We aim to achieve that same diversity of background, experience and perspective in our own teams, so that we can genuinely understand our client’s needs. Diverse teams bring a broader range of ideas and insights to work. That’s why we’re working together to ensure our firm’s principles and processes support a firm culture that embraces difference and strengthens inclusion. 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.