Personal Assistant

JR United Kingdom; Dunfermline; On-site; GBP 28,000 - 35,000; Full time

Job summary

A leading company is seeking an Executive Assistant to provide high-level support to their Scotland Head and Sales Team. The role involves managing various administrative tasks, assisting in event coordination, and ensuring effective communication within teams. Ideal candidates will possess strong organizational and interpersonal skills, with experience in an executive environment.

Benefits

Pension

Health care

Life assurance

Laptop

Phone

Access to extensive training resources

Discounts within the larger Tata network

Qualifications

• Experience in a similar role as Personal Assistant or Executive Assistant.
• Ability to work autonomously and pro-actively in a team.

Responsibilities

• Provide administrative assistance to TCS Scotland Head.
• Manage meetings, travel, and communication for the Scotland team.
• Handle office management and events.

Skills

Organisational skills

Communication skills

Interpersonal skills

Planning skills

Confidentiality

Office 365 proficiency

Job description

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If you need support in completing the application or if you require a different format of this document, please get in touch with at [emailprotected] or call TCS London Office number 02031552100 with the subject line: “Application Support Request”.

Role: Personal Assistant

Job Type: Permanent

Location: Edinburgh

Ready to utilise your communication and organisational skills?

Join us as an Executive Assistant

Careers at TCS: It means more

TCS is a purpose-led transformation company, built on belief. We do not just help businesses to transform through technology. We support them in making a meaningful difference to the people and communities they serve - our clients include some of the biggest brands in the UK and worldwide. For you, it means more to make an impact that matters, through challenging projects which demand ambitious innovation and thought leadership.

• Gain access to endless learning opportunities.
• Be part of an exciting team where you will be challenged every day.
• Build strong relationships with a diverse range of stakeholders.

The Role

As an Executive Assistant you will provide administrative assistance to TCS Scotland Head, Sales Director UK&I. In this role you will be single point of contact for TCS Scotland and Sales Team. You will also manage the Scotland office and complete administrative and organistational duties. In this role travel to London and other TCS office locations may be required on occasion

Key responsibilities:

Personal Assistant to Head of Sales

• Arrange meetings & travel for TCS Scotland Head.
• Create/update presentations and articles on Scotland activities for meetings, events, panels, bids, PR etc.
• Registrations for events.
• Legal document handling.
• Action approvals for travel, claims, leave, visas, equipment, services.
• Update leave planner for sales team.
• Support onboarding of new employees incl tagging, updating on systems and arranging equipment.
• Ensure allocations tagged quarterly for all team members.

Scotland Business & Account Teams Support

• Collate and present management data/information for monthly Scotland report.
• Arrange and attend quarterly Scotland Account calls.
• Responsible for membership renewal dates and arranging invoice payments.
• Support merchandising and branding requests from account teams for events.
• Administer/update Scotland site.
• Communicate information and initiatives and request and collate information from account teams.

Office Management

• Arrange annual rental contract renewal.
• Provide annual budget figures for office costs.
• Monthly Health & Safety, Sustainability and Admin reporting.
• Handle payment of invoices for office rental/service agreements.
• Submit Business Rate applications, maintain account.
• Control security and access to office and car park.
• Order office stationery supplies, equipment, book meeting space and arrange maintenance as required.
• Support visitors to Scotland and events and meetings in office.

Events, Marketing & PR

• Support arrangements of events both TCS-led and external for Scotland which may include: venue sourcing and booking, budget control, invoicing, arrange speakers, handling nominations invitations and registrations, liaise with event/marketing teams and external agencies/organisers, reporting on attendee details, attend events where required, arranging accommodation and transport where required, post-event follow-ups, support creation/submission of presentations branding and marketing materials, other ad hoc support as required.
• Support submission for annual awards: collating information, writing submissions, liaising with organisers and entrants.
• Support sourcing of events to attend/sponsor.
• Support Comms Team with PR & social media opportunities and submissions.

Corporate Social Responsibility (CSR)

• Promotion, implementation and support of UKI STEM/CSR initiatives across Scotland
• Generate reports as necessary
• Arranging & attending monthly calls
• General ad hoc admin support

Your Profile

Key Skills/ Knowledge/Experience

• Excellent organisational, planning and interpersonal skills
• Comfortable building relationships with stakeholders at all levels, both within and external to the organization
• Ability to adapt to fast-moving deadlines and prioritise requests from multiple sources
• Excellent communication skills, both written and verbal
• Confident user of Office 365 programs and quick learner of new systems
• Comfortable working autonomously and proactively within remit of the role, as well as part of a team, both remotely and in person
• Confidentiality and professionalism
• Ability to work to tight timescales and budget limits
• Experience in a similar role
• PA/EA for Senior Management
• Event management
• Meeting arrangements
• Worked with confidential information
• Management and Data collation and reporting
• Office management

TCS is consistently voted a Top Employer in the UK and globally. Our competitive salary packages feature pension, health care, life assurance, laptop, phone, access to extensive training resources and discounts within the larger Tata network.

Diversity, Inclusion and Wellbeing

Tata Consultancy Services UK&I is committed to meeting the accessibility needs of all individuals in accordance with the UK Equality Act 2010 and the UK Human Rights Act 1998.

We believe in building and sustaining a culture of equity and belonging where everyone can thrive. Our diversity and inclusion motto is ‘Inclusion without Exception’. Our continued commitment to Culture and Diversity is reflected across our workforce implemented through equitable workplace policies and processes.

You’ll find a welcoming culture and many internal volunteering and social networks to join (these are optional). Our diversity, inclusion and social activities include 12 employee networks such as gender diversity, LGBTQIA+ & Allies, mental health, disability & neurodiversity inclusion and many more, as well as health & wellness initiatives and sports events and we sponsor the London Marathon.

We welcome and embrace diversity in race, nationality, ethnicity, disability, neurodiversity, gender identity, age, physical ability, gender reassignment, sexual orientation. We are a disability inclusive employer and encourage disabled people to apply for this role.

If you are an applicant who needs any adjustments to the application process or interview, please contact us at [emailprotected] with the subject line: “Adjustment Request” or call TCS London Office 02031552100 to request an adjustment. We welcome requests prior to you completing the application and at any stage of the recruitment process.

Next Steps

Due to a high volume of applications, we will be unable to contact each applicant individually on the status of their application. If you have not received a direct response within 30 days, then it should be deemed unsuccessful on this occasion.

Join us and do more of what matters. Apply online now.