Explore and Apply for Facilities Assistant jobs in Edinburgh, United Kingdom

Your new company
You'll be working for a reputable market-leader in the legal sector who is looking for a Personal Assistant based in Edinburgh City Centre. With an aggressive growth plan and the vision to become a better leader in its field.

Your new role
As a passionate and adept individual, your primary responsibility is to manage and execute a range of support tasks. Providing excellent service to both internal and external stakeholders, you will contribute to improving the operation's productivity.

Key Responsibilities

• Open and close client matters in line with firm procedures, including conflict checks, engagement letters, and coordination with internal teams
• Conduct Active Matter reviews with fee earners to support billing and invoice payments
• Manage complex monthly billing: prepare WiP reports, liaise with fee earners and Finance, draft and review invoices
• Handle ad hoc billing requests; billing system training provided
• Produce accurate correspondence, documents, and presentations using Word, Excel, PowerPoint, Adobe, and dictation tools
• Collaborate with WP team when needed; independently create and amend large documents
• Manage diaries and schedule commitments, including room bookings, catering, IT support, and attendee coordination
• Oversee email accounts, including partner inboxes and those of absent fee earners; maintain email and file organisation
• Organise and attend team meetings, manage logistics, take notes, and follow up on action items
• Resolve invoice queries and manage client purchase orders where applicable
• Perform filing, scanning, photocopying, and binding tasks
• Communicate with clients and contacts, providing assistance or redirection as needed
• Arrange travel and hotel bookings, create itineraries, and process expense claims
• Maintain and update client and contact information in CMS/Marketing databases
• Organise team training and other ad-hoc administrative tasks
• Manage team paper storage, including indexing and off-site archiving
• Liaise with internal support teams: Finance, Facilities, Reception, Marketing, IT
• Provide support to the wider PA group across divisions and offices as needed

What you'll need to succeed
To be successful in this highly visible role, you will have:

• Strong organisational skills and exceptional attention to detail
• Proven experience as a PA or executive assistant, ideally within the legal sector
• A solid understanding of legal processes, with the ability to identify when to seek expert input
• Initiative to proactively gather relevant information and complete tasks efficiently

What you'll get in return
In return for your hard work and dedication, you'll be rewarded with:

• Pension scheme with flexible contribution options
• Performance and company-wide bonus opportunities
• Generous holiday allowance with options to buy extra days
• Enhanced family leave policies
• Life assurance and wellbeing support
• Cycle to Work and other salary sacrifice schemes
• Paid volunteering days and charitable giving options
• Employee referral incentives

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.