Personal Assistant

Reed Specialist Recruitment; Aberdeen City; On-site; GBP 32,000 - 40,000; Full time

Benefits offered by this job

Hybrid working 50/50

Job summary

Reed Specialist Recruitment is seeking an experienced Personal Assistant to support a busy Employment & Immigration team in Aberdeen. The role involves high-level administration, diary management, document production, and collaboration with senior professionals in a professional services setting.

You will work closely with another PA within the team, ensuring smooth day-to-day operations and providing proactive support across business functions.

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

• Produce accurate correspondence, reports, presentations, and legal or professional documents.
• Create, format, and amend complex documents to a high standard.
• Manage file opening/closing, including compliance checks and engagement docs.
• Coordinate diaries, meetings, rooms, catering, and tech requirements.
• Manage inboxes, prioritise communications during absences.
• Attend and support team meetings, taking notes when required.
• Assist with billing, invoicing, and client reporting.

Skills

Organisation

Time-management

Attention to detail

Communication

Multitasking

Collaboration

Job description

Personal Assistant (PA) - Employment & Immigration Team

Location: Aberdeen

Job Type: Full-Time, Permanent

Salary: 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

• 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