Personal Assistant (PA) – Edinburgh

Summary:

We are looking to recruit an experienced PA to join our small Edinburgh Team. This is an excellent opportunity for a motivated individual with a keen interest in a support role within financial services. The primary focus of the role will be supporting two Partners and the Business Development Director in a wide range of administrative and organisational tasks to ensure the smooth running of the Edinburgh team and office. The ideal candidate will have at least three year’s relevant work experience in a similar role, and has strong administrative skills, strong IT skills and can juggle a busy role and be able to pivot and cope with last minute changes.

Location:

Edinburgh

Reporting to:

Deputy COO

Salary:

Competitive with an excellent benefits package

Responsibilities:

Administrative Support: Supporting the team in all administrative tasks, including managing incoming and outgoing correspondence, as well as creating, editing and formatting documents, reports and presentations.
Meetings & Diary management: Manage and organisation of team calendars, scheduling appointment and organising meetings, ensuring appropriate facilities and refreshments. Also, support as required with location arrangement, agendas, minutes and follow-up actions.
Reception & Communication: Provide Reception duties and act as the first point of contact for internal and external enquiries, and fielding queries as appropriate. Monitoring emails, escalating queries, and responding in a timely manner.
Events: Organise and co-ordinate team events, get-togethers, and lunches, ensuring that catering and all other requirements are in place.
Travel: Organisation and arrangement of team travel including hotel bookings, flights, trains, taxis, restaurant reservations. Preparation of detailed travel and meeting itineraries which may include biographies, website research and meeting notes where relevant.
Expenses: monitoring of and timely submission of any expenses, including compliance with the Gifts and Entertainment Policy,
Use of internal CRM system: Tag and save documents and emails to internal CRM tool as well as logging of client prospects. Ability to navigate system with confidence.
Inbox management: Management of inboxes including responding, filing and ensuring that all client related emails are highlighted and dealt with appropriately.

Additional Responsibilities as Assistant to Portfolio Managers:

Health & Safety (H&S); assisting first aiders and fire wardens to ensure that H&S requirements in place in accordance with company policy and H&S legislation.
Office Supplies: Maintain office supplies and stationery, and ensuring the office is well organised and fully stocked. Also responsible for managing office related costs and records, processing invoices to finance, whilst building and maintaining supplier relationships.

Knowledge and Experience:

Three years’ experience of working in a similar role within Financial Service

Skills and Behaviours:

Excellent verbal communication skills.
Good written communication skills.
Strong MS Office IT Skills
Organised with attention to detail
Discretion and confidentiality.
Ability to pivot and cope with last minute change of plans

Apply now