SECRETARY

Our Client, a fast growing yet established corporate client is seeking a secretary to join the team. Your role will provide secretarial support to the Tax team together with supporting and working closely with the team to ensure the timely completion of secretarial and administration tasks for the Tax department.

Responsibilities

• Provide secretarial and administrative assistance to the Tax team, including comprehensive support as required for individual projects.
• Manage the Tax Partners' and Directors' diaries and arrange meetings, conferences, team events and ensuring that bookings are achievable in terms of work load and time constraints.
• Draft letters and respond to external invitations. Liaise with clients as appropriate.
• Screening telephone calls, relaying accurate messages in a confidential manner.
• Printing reports for the managers monthly
• Billing and provisioning for partners and managers monthly, as required.
• Setting up contacts/engagement codes/updates to existing client addresses etc.
• Prepare annual mail-merges to clients (Word documents)
• Check information received and acknowledge receipt

Administration

• Organising mail merges to clients at various point throughout the tax year.
• Liaising with clients regarding outstanding tax return paperwork.
• Printing, scanning and preparing tax return packs.
• Submitting all signed personal tax returns.
• Drafting covering letters to clients, contacts etc for Partners and Managers.
• Proposal documents (PowerPoint).
• Drafting/amendments to PowerPoint presentations.
• Preparing, amending and sending Letters of Engagement and disengagement.
• Production of reports (Excel & Word).
• Department post - incoming & outgoing.
• Forwarding general correspondence to clients.
• Formatting documents, Typing up meeting notes/copy & audio typing.
• Printing, binding, scanning and photocopying documentation.
• Entering business development activity and data onto the firm's sales contact database.
• Organising couriers and ensuring these are charged to the correct code as and when necessary.
• Researching targets and updating target lists.
• Assisting with client and networking events.
• Arranging seminars, workshops etc.
• Monitoring missing time posting for the team.
• Travel bookings for the team.

Personal and professional qualities

The role requires:

Essential:

• Experience working in a similar secretary role.
• Excellent communications skills.
• Strong team working ability.
• Demonstrate experience with MS Word, MS Excel and related programs.
• Experience of supporting Senior Management and/or Partners.
• Ability to remain discreet working with confidential matters.

Desirable:

• Flexibility is required, together with an ability to work under pressure and adaptability to manage changing work requirements and varying volumes of work.
• Experience with diary and travel management.