Job Title: Personal Assistant
Location: Dundee City Centre
Working Hours: Monday to Friday, 9 AM - 5 PM
Job Description:
An independent professional services firm in Dundee is seeking a highly skilled and motivated Personal Assistant to provide confidential, high-level administrative support to the Managing Partner, Chair, and Board. This is a key role within the firm, where you’ll manage complex schedules, coordinate important events, and ensure smooth operations in a dynamic and fast-paced environment.
Key Responsibilities:
1. Diary Management: Proactively manage complex calendars, scheduling meetings, calls, and events while anticipating conflicts and resolving them efficiently.
2. Client Engagement: Assist in consulting responsibilities, including coordinating client coaching sessions, quarterly client events, and other client-facing activities.
3. Communication: Act as a liaison for the Managing Partner and Chair, handling sensitive and confidential communications with professionalism and discretion.
4. Board Support: Prepare Board Packs, ensuring timely updates from key personnel, and assist with related logistics.
5. Travel Coordination: Organize domestic and international travel arrangements, ensuring seamless itineraries and meeting preparations.
6. Meeting Facilitation: Coordinate meeting logistics, prepare agendas, create presentations, and take minutes when required.
7. Project Support: Assist with ad hoc projects, conduct research, compile data, and prepare reports as needed.
8. Financial Assistance: Support the Finance Partner with monthly summary reports and WIP meetings.
9. General Administrative Support: Provide support to the wider Administration Team where necessary.
What We’re Looking For:
1. Degree standard education or equivalent experience.
2. Proven experience in a Personal Assistant role, supporting senior-level executives.
3. Skills:
1. Exceptional organizational and time management abilities.
2. Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint). Experience with Power BI is a plus.
3. Strong written and verbal communication skills.
4. Proactive and solution-focused.
5. Good judgment – knowing when to act independently and when to seek guidance to ensure the best outcomes.
6. Ability to multitask and adapt in a fast-paced environment.
4. Attributes:
1. Discretion in handling confidential information.
2. Professional and confident interpersonal skills.
3. Attention to detail and high accuracy.
4. Flexibility to meet business needs, including occasional extended hours.
Why Join Us? You’ll be a valued member of a team that thrives on collaboration, professionalism, and excellence. This role offers a unique opportunity to work closely with our leadership, contribute to impactful projects, and develop your career in a supportive and forward-thinking environment.
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