Secretary - Legal Services - Tax

PwC ,
London, Greater London
More Details

Overview

Job Description

Line of Service Tax Industry/Sector Not Applicable Specialism IFS - Internal Firm Services - Other Management Level Associate Job Description & Summary A career in Administration and Secretarial Services, within Internal Firm Services, will give you with the opportunity to provide administrative support to PwC employees. You'll focus on using business software applications to prepare reports, receiving and directing incoming calls or emails to the appropriate parties, arranging business travel, tracking expenses, and coordinating meeting arrangements. Job Description 1. General Secretarial Work * Receive telephone calls. Take message while Partners or fee earners are not available or out of office, ensure follow-up. * Set up auto out of office reply in Partners or fee earner's mail box and voice mail upon request during their out of office period. * Carry out all ad-hoc photo-copying, printing, binding and other administrative work upon Partner or fee earner's request. Format and type wide variety of correspondence (word/excel/ppt etc.) (word/excel/ppt ) * Provide standard internal and external mailing service to Partners or fee earners upon request. * Prepare expenses claims for Partners and fee earners in due course. * Arrange business trips via office booking procedures, book air ticket, accommodation and make transportation arrangement for Partners and fee earners. * Update routine work reports to management team, such as but not limited to administrative adjustment of specialisation groups, weekly utilisation report, weekly capacity forecast report, etc. following staff in & out, rotation updates notified by HR. HRutilisation * Provide back-up service for other secretaries who are on leave or overloaded with work. back-up * Provide local secretarial support to visiting Partners or travellers as required. 2. Meeting support * Book meeting rooms, make sure all required facilitates (conference call machine, VC & Webex etc.) are set up in advance. Arrange internal and external (client) meetings, audio-conferencing, video-conferencing. (VC & Webex) * Prepare material/documents for meetings in advance (print/copy/binding). Order food and beverages or cars if requested. // 3. DMS maintenance * Understand office filing system (DMS), set up the workspace and assist the fee earning team to search relevant documents/correspondence. DMSDMSDMS * In charge secretary (rotate every three months) provides support to Legal L&D Champion and HR to coordinate firm training logistics, includes but not limited to the confirmation of training time, venue, VC, Webex and meal booking. To coordinate with facilitators on necessary basis. Record training through Webex and save the training record in DMS. HRWebexDMS 4. Finance Support * Input and submit (or remind) timesheet for Partners and remind support fee earners to submit timesheet on daily basis; * Fill in the expense/advance/payment forms with all required information, such as, client code & job code & amount & approval for client expense. * Follow up on engagement letter signing status with fee earners, keep full record and make sure that Finance Department will receive the original engagement letter on time. * Check the status with the Finance Department for reimbursement, payment, and debt collection upon Partners and fee earner's request. , * Go through WIP list with PIC & MIC once every month, highlight WIP over 3 months, draft the bills for PIC & MIC review and submit to Finance Department. Also make sure the non-billable time will be cleared off on time so that the WIP balance can reflect the actual status. PIC & MICPIC & MIC * Based on the monthly unpaid bills report provided by Finance Department twice every monthto remind PIC & MIC to chase up with the client /internal firms for unpaid bills more than 3 months. Send VAT fapiao to the client upon client's request. PIC & MIC * Make sure the chargeable disbursement is billed or accrue on time. Remind PIC & MIC for unbilled disbursement over 3 months. PIC & MIC * Help Finance Department to update the status of WIP, unpaid bill and unbilled disbursement. 5. BU Support * Collect updated bio (if necessary) from Partners or fee earners and send to BD & HR every 6 months (usually at the end of Dec or Jun). Secretaries will remind responsible Partners or fee earners one week in advance. (126)BDHR * Help BD team compile all BD efforts which your responsible Partner or fee earners participated within the month, including but not limited to summit, conference, seminar and speech etc. Required information contains date, location, and theme so on so forth. Secretaries will be reminded one week ahead. BD * For BD calendar purpose, secretary is required to inform BD team simultaneously for any events or activities (internally and externally) Partner and fee earners are participating. BD * Provide secretarial support to BD team for necessary events, includes but not limited to Happy Hour. BDHappy hour * Help Partner and fee earner

People also viewed