Senior Secretary - 12 month FTC

RSMUK; Glasgow; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading financial services firm in Glasgow is seeking a proactive Secretary to provide administrative support. The role includes managing diaries, travel plans, and client communications, requiring excellent communication and organizational skills. This position offers flexible working arrangements, making it suitable for both full-time and part-time candidates.

Qualifications

• Experience in a senior administrative or secretarial position.
• Proficient in Microsoft Word, Outlook, Excel, and PowerPoint.
• Ability to work flexibly and prioritize tasks.

Responsibilities

• Provide diary and travel management for senior tax professionals.
• Manage logistical arrangements for meetings and prepare necessary documentation.
• Screen phone calls and messages, preparing action lists for follow-up.
• Utilize CRM software for database management and reporting.

Skills

Excellent communication skills

Strong interpersonal skills

Attention to detail

Organizational skills

Proficiency in Microsoft Office

Job description

About the department

When you become part of our team, you'll discover a culture celebrating individuality, fresh thinking, flexibility and collaboration, whilst not only embracing change but impacting it. We're simply not a one-size-fits-all firm and work hard to create an environment where our people can make a difference - to themselves, their career, their teams, and to the success of RSM and our clients. As Ali Sapsford (our Head of Tax) states, \"personality and fun are as big a part of our culture as is our passion for delivering a premium service to our clients... That sense of team is what attracts clients and staff alike to RSM, and it's one of the things I love about RSM!\"

You will be a part of a welcoming and dynamic Scottish Central Belt Support Team whose primary responsibility is to provide a high standard of secretarial and administrative support across our Edinburgh and Glasgow offices.

About the opportunity

The purpose of the role is to provide a proactive and efficient secretarial service to the Glasgow and Edinburgh offices, which are made up of approximately 100 staff each and a total of 13 Partners. This position is based in Glasgow, offering flexible and hybrid working, and may be completed on a full-time or part-time basis.

Main areas of responsibility will include diary and travel management, time and expense management, and relationship and communications management. As an integral part of the Office Support Team, you will work closely with colleagues to ensure both internal and external clients receive a quality service in all respects.

Responsibilities

• Acting as an ambassador and first point of contact for an allocated number of senior tax professionals.
• Providing comprehensive diary management, with full autonomy to make decisions using initiative to determine purpose, minimum time required and resolve any potential duplication.
• Facilitating all logistical arrangements and ensuring all documentation is prepared in advance of meetings. This may include preparing agendas, minute taking, monitoring meeting attendance and taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
• Proactive itinerary planning including accommodation, transfers, researching and considering reasonable alternative cost-effective travel.
• Maximising cost reduction opportunities, utilising preferred travel provider in line with RSM's travel and expenses policy.
• This may include preparing complex international travel itineraries.
• Screening phone calls and messages as well as sorting post and emails for assigned for the office. This will involve preparing a list of action items and issues, referring to the relevant staff member when required.
• Preparing and revising documents including letters, emails and proposals. This will involve sense checking all communications and documentation, complying with brand and risk procedures.
• Collating and processing expenses and invoices, ensuring compliance with policy and approval process.
• Reconciling credit card/bank statements with receipts as appropriate.
• Preparing and submitting timesheets as required.
• Managing and dealing with fee preparation and processing as required. This will involve prompting the team in advance at month end, raising fees and credit notes, updating our time management system Paso for changes in staff and partner responsibilities and any other relevant changes, and ensuring monthly deadlines are met.
• Using judgement to manage workload, current issues and relevant queries, including taking ownership of enquiries and ensuring other issues are referred to the appropriate person in a timely fashion.
• Becoming a proficient user of Dynamics, RSM's CRM system, in order to keep the team and national database up to date, and assist with reporting from this software.
• Developing and maintaining internal and external networks, to build knowledge of key issues and effectively identify and communicate priorities.
• Meeting and greeting visitors to RSM offices, and setting up required supplies for external meetings.
• Building strong relationships with clients and their Secretaries, identifying opportunities to enhance RSM's reputation.
• Carrying 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.

About the ideal candidate

The ideal candidate will have previous experience of working in a senior administrative, ideally secretarial, position, or have suitably relevant practical experience within another capacity. You will demonstrate excellent communication skills, both verbal and written, with strong working knowledge of Microsoft packages, such as Word, Outlook, Excel and PowerPoint, preferably inclusive of updating branded documents and communications.

• Strong interpersonal skills with the confidence to regularly interact with individuals of all levels.
• A collaborative and pro-active approach with strong team working abilities.
• Excellent attention to detail.
• Good organisation and prioritisation skills, with the proven ability to work flexibly.

Note: This job description reflects the present requirements of the role. As duties and responsibilities change, the job description will be reviewed and will be subject to amendment in consultation with the individual.

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.