Job type
PermanentLocation
GlasgowWorking Pattern
Full-timeSpecialism
Personal Assistant / Executive AssistantsIndustry
Property & Real EstatePay
£30,000
New PA Role
Your new company
As a dynamic and rapidly growing organisation, one of their key strengths lies in their ability to tailor solutions to meet the unique needs of each customer. Known for their innovation and strong reputation in project delivery, they continue to make a significant impact In the market. Due to ongoing success and expansion, Hays has been appointed to recruit an Executive PA to join their team. This is an excellent opportunity to advance your career within a leading and forward-thinking company. You will be located in the heart of Glasgow with multiple transportation links nearby. The organisation likes to reward their employees. Therefore, the successful candidate will be entitled to an excellent benefits package, more information below.
Your new role
Some of your main duties and responsibilities will include:- Providing secretarial support to Partners and Project Managers
- Organising and maintaining diaries (including scheduling meetings and TEAMS calls where necessary)
- Booking of meeting rooms, catering and video conferencing facilities
- Prepare quarterly fee forecast and collate and incorporate partner comments
- Create a monthly fee register based on a fee forecast and administer fees for all projects
- Issue invoices, recording and filing appropriately
- Issue weekly invoice log to Accounts
- Maintain project invoicing schedules
- Processing sub-consultant invoices in relation to appropriate projects and dealing with any queries from sub-consultants
- Liaison with the in-house Accounts team as required
- Prepare debtors reports and assist Partners with collating updates and chasing outstanding debts
- Receive cash listings from the in-house Accounts and record payments accordingly
- Process office supplier invoices
- Record personnel holidays and maintain records
- Record absences and liaise with the HR department
- Assist Project Managers with typing of agendas, minutes, reports and issuing to all parties
- Assist Project Managers with processing of Payment Directions and collation of quality letters
- Assist with the preparation of Fee Proposals and Client submissions utilising InDesign software
- Liaise with the legal department to monitor the processing of appointment documents
- Prepare new opportunities list for board meetings and collate and incorporate partner comments
- Providing secretarial support to Partners and Project Managers
What you'll need to succeed
- Organisation
– Manage calendars, meetings, and travel efficiently - Communication
– Clear, professional written and verbal skills - Discretion
– Handle confidential information with integrity - Time Management
– Prioritise tasks and meet deadlines - Tech Skills
– Proficient in MS Office and scheduling tools - Problem-Solving
– Adapt quickly and resolve issues independently - Attention to Detail
– Ensure accuracy in all tasks - Professionalism
– Build strong relationships and maintain a positive attitude
What you'll get in return
- 27 Days of Annual Leave plus bank holidays. The office is also closed between Christmas and New Year.
- Pension 5% matched salary sacrificed
- Eye Care Vouchers
- Flexible Working
- Life Assurance
- Private Medical Insurance
- £250 per tax year towards Health & Leisure activities
- Ride 2 Work
- Employee Assistance Programme & more.
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 about your career.
