Personal Assistant

Rathbones; Glasgow; On-site; GBP 30,000 - 40,000; Part time

Job summary

A financial services firm in Glasgow is seeking a Personal Assistant to support their Office Head and Cloud Heads. Key responsibilities include diary management, handling travel arrangements, and preparing meeting documentation. The ideal candidate will possess strong organizational skills and the ability to work under pressure. A proven track record as a Personal Assistant in the financial sector is essential, along with proficiency in Microsoft Office tools. This role involves significant interaction with internal and external stakeholders and fast-paced environments.

Qualifications

• Strong organisational skills, with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.

Responsibilities

• Manage diaries and travel arrangements.
• Act as a point of contact for stakeholders.
• Prepare and manage documentation for meetings.

Skills

Organisational skills

Communication skills

Interpersonal skills

Proactive approach

Flexibility and adaptability

Education

Experience as a Personal Assistant in the financial sector

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Contract Type: 12 month fixed term contract

The Role

The role of the PA is to directly support the Office Head and Cloud Heads in Glasogw. Main duties: administrative tasks, including diary & email management and travel arrangements. They will also provide cover as needed for their PA/ EA peers within RIM.

Outcomes of the Role

Responsible for providing confidential assistance and administrative support to the Leaders mentioned above. Duties to include (but not limited to):

• Acting as a first point of contact for internal and external stakeholders. Fielding and directing email requests where necessary.
• Diary management in relation to internal and client facing meetings and organising leadership team events.
• Booking travel and accommodation, including travel packs and schedules.
• Assisting in the preparation (and printing if necessary) of packs and documents, required for leadership meetings.
• Managing invoices, expenses and other regular administrative tasks.
• Ensuring Leaders are prepared for upcoming meetings and events.
• Support and provide input to Group wide topics such as Business Continuity Planning.
• Assisting with projects and new initiatives.
• Prepare, review, and manage documentation, including client reports, presentations, and correspondence.

Knowledge & Experience

• Strong organisational skills, with attention to detail.
• Excellent communication and interpersonal skills (presentational; listening; diplomacy; influencing).
• Proactive and professional approach to all job aspects.
• Clear commitment to an effective and efficient organisation.
• Proven record of delivering all work accurately and on time.
• Ability to:
  • Work effectively as a member of a team
  • Relate well to staff across the company
  • Prioritise
  • Be flexible and adaptable
  • Work under pressure and to tight deadlines
  • Use own initiative
  • Proven experience as a Personal Assistant in the financial sector
  • Excellent knowledge of Word, Excel and PowerPoint
  • Accurate keyboard skills
  • Experience of supporting governance forums and committees is preferable