Personal Assistant

Reed; Aberdeen City; Hybrid; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Hybrid working (50/50 split)

Job summary

Reed is seeking an experienced Personal Assistant to support a busy Employment & Immigration team in Aberdeen. You will provide high-quality administrative and secretarial support, manage diaries, prepare documents, and liaise with senior professionals in a fast-paced, professional services setting.

You will join another PA, handle billing processes, filing, travel arrangements, and coordination with internal departments. This role offers hybrid working and a competitive benefits package.

Qualifications

• Outstanding organisational and time-management skills.
• Exceptional attention to detail.
• Strong administrative and document management experience.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a busy environment.
• A proactive and collaborative approach to work.

Responsibilities

• Producing accurate correspondence, reports, presentations, and professional documentation using Microsoft Office.
• Creating, formatting, and amending complex documents to a high standard.
• Managing file opening/closing processes and engagement documentation.
• Coordinating diaries, scheduling meetings, and organising rooms, catering, and tech needs.
• Managing email inboxes and prioritising communications.
• Supporting and attending team meetings and taking notes when required.
• Assisting with billing processes, invoice preparation, and client reporting.
• Handling invoice-related queries and liaising with clients on PO/payments.
• Maintaining electronic filing systems and accurate record management.
• Coordinating travel arrangements, accommodation, and expense submissions.
• Managing and updating client and contact databases.
• Supporting team events and other administrative projects.
• Liaising with Finance, IT, Marketing, Facilities, Reception.
• Providing wider support across business support teams when required.

Skills

Organisational skills

Time-management

Attention to detail

Administrative experience

Communication skills

Multitasking

Tools

Microsoft Office

Job description

Personal Assistant (PA) - Employment & Immigration Team

Location: AberdeenJob Type: Full-Time, PermanentSalary: Competitive + Benefits

About the Opportunity

Our client, a highly regarded professional services organisation, is seeking an experienced and highly organised Personal Assistant (PA) to support a busy Employment & Immigration team.

Working alongside another PA within the wider business, you will play a pivotal role in ensuring the smooth day-to-day operation of the team, providing high-quality administrative, secretarial, and organisational support to senior professionals. This is an excellent opportunity for a proactive individual who thrives in a fast-paced environment and enjoys managing a varied workload.

Key Responsibilities

As Personal Assistant, your duties will include:

• Producing accurate correspondence, reports, presentations, and legal or professional documentation using Microsoft Office and related software packages.
• Creating, formatting, and amending complex documents to a high standard.
• Managing file opening and closing processes, including compliance checks and engagement documentation.
• Coordinating busy diaries, scheduling meetings, and organising meeting rooms, catering, and technology requirements.
• Managing email inboxes, monitoring correspondence, and prioritising communications during periods of absence.
• Supporting and attending team meetings, including taking notes where required.
• Assisting with billing processes, invoice preparation, and client reporting requirements.
• Handling invoice-related queries and liaising with clients regarding purchase orders and payments.
• Maintaining electronic filing systems and ensuring accurate record management.
• Coordinating travel arrangements, accommodation bookings, and expense submissions.
• Managing and updating client and contact databases.
• Supporting team events, training sessions, and other administrative projects.
• Liaising effectively with internal departments including Finance, IT, Marketing, Facilities, and Reception.
• Providing wider support across business support teams when required.

About You

To be successful in this role, you will possess:

Essential Skills & Experience

• Outstanding organisational and time-management skills.
• Exceptional attention to detail.
• Strong administrative and document management experience.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a busy environment.
• A proactive and collaborative approach to work.

Desirable Skills & Experience

• Previous experience working as a Personal Assistant, Executive Assistant, or in a similar support role.
• Experience within a legal, professional services, or corporate environment.
• Confidence working with document management systems and billing processes.

What's on Offer?

• Opportunity to join a respected and supportive professional services organisation.
• Varied and rewarding role within a collaborative team environment.
• Exposure to high-level stakeholders and interesting client work.
• Competitive salary and benefits package including Hybrid working (50/50 split)
• Long-term career development opportunities.