Junior Personal Assistant

Who we are:

About the role:

Key Responsibilities:

• Diary, Meeting and Travel Management
• Manage Partner diaries, including scheduling and coordinating internal and external meetings.
• Coordinate meeting logistics, including invitations, room bookings, agendas, supporting papers and follow-up actions.
• Proactively identify diary conflicts, allow appropriate preparation and travel time, and communicate changes promptly.
• Coordinate domestic travel and accommodation where required.
• Expense Claims and Financial Administration
• Prepare and process expense claims accurately and promptly, ensuring appropriate supporting documentation and approvals are retained.
• Monitor outstanding expense items, follow up missing information and maintain orderly records.
• Billing, WIP and Debtor Support
• Coordinate billing as required, including preparation of draft bills and supporting schedules.
• Liaise with engagement leaders and team members to confirm billing instructions, narratives, fee allocations and required adjustments.
• Process final bills and maintain billing records in GreatSoft in accordance with firm requirements.
• Assist with WIP and debtor monitoring, including preparing status reports and following up agreed actions.
• Help ensure billing deadlines and engagement-specific requirements are met.
• New Client Onboarding and Engagement Administration
• Coordinate new client and engagement take-on from initiation through to completion.
• Create and maintain client and opportunity records in CRM, ensuring information is complete and accurate.
• Coordinate AML and client acceptance requirements, including collection of required information and follow-up of outstanding items.
• Establish and maintain client and engagement records in GreatSoft and relevant document management systems.
• Assist with engagement letters, conflict and independence processes, client file set-up and internal approvals.
• Maintain registers and trackers so the team can readily monitor the status of new clients and engagements.
• Key Working Relationships
• Corporate Finance Partners and Directors
• Practice Support, Finance, Risk, P&C, Marketing and IT teams
• Clients, prospective clients and external stakeholders
• About you:
• Experience and Attributes:
• Essential
• Previous experience in an administration, personal assistant, executive assistant or practice support role.
• Strong organisational and diary management capability, with the ability to prioritise competing deadlines.
• High attention to detail and a commitment to accurate, complete and timely work.
• Clear and professional written and verbal communication skills.
• Demonstrated discretion and ability to handle confidential and commercially sensitive information.
• Ability to work autonomously while contributing positively to a collaborative team.
• Confidence using Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Willingness and ability to work from the Melbourne office three days per week.
• Desirable
• Experience in professional services, corporate finance, transactions, consulting or a comparable client-service environment.
• Experience with CRM, AML/client acceptance processes and GreatSoft, or the ability to learn these systems quickly.
• Experience supporting billing, WIP, debtors, expense claims and new client onboarding.
• Certificate or other qualification in business administration.
• Life at RSM:
• RSM provides a great environment to build skills and confidence and we help our people achieve their best. We are trusted advisors to our clients, so it is critical for us to find the right people for the job on offer. Our network of offices across Australia and around the world allow us to offer a personal service to all our clients regardless of where they are!
• Working for RSM entitles everyone to a wide range of leading health, wellness financial and lifestyle benefits.
• How to apply:
• Please click on the “apply” button and complete our online application form.
• Agencies, thank you for thinking of us, but our recruitment is managed internally, and we will reach out to our preferred suppliers if we need assistance.

Qualifications

• Essential
• Previous experience in an administration, personal assistant, executive assistant or practice support role.
• Strong organisational and diary management capability, with the ability to prioritise competing deadlines.
• High attention to detail and a commitment to accurate, complete and timely work.
• Clear and professional written and verbal communication skills.
• Demonstrated discretion and ability to handle confidential and commercially sensitive information.
• Ability to work autonomously while contributing positively to a collaborative team.
• Confidence using Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Willingness and ability to work from the Melbourne office three days per week.
• Desirable
• Experience in professional services, corporate finance, transactions, consulting or a comparable client-service environment.
• Experience with CRM, AML/client acceptance processes and GreatSoft, or the ability to learn these systems quickly.
• Experience supporting billing, WIP, debtors, expense claims and new client onboarding.
• Certificate or other qualification in business administration.
• RSM provides a great environment to build skills and confidence and we help our people achieve their best. We are trusted advisors to our clients, so it is critical for us to find the right people for the job on offer. Our network of offices across Australia and around the world allow us to offer a personal service to all our clients regardless of where they are!
• Working for RSM entitles everyone to a wide range of leading health, wellness financial and lifestyle benefits.
• Please click on the “apply” button and complete our online application form.

Preferred Qualifications

• Agencies, thank you for thinking of us, but our recruitment is managed internally, and we will reach out to our preferred suppliers if we need assistance.