We are looking for an exceptional Executive PA to provide high-level support to five Partners of a growing professional business. This is a pivotal role within the organisation and will suit someone who thrives in a fast-paced, commercial environment, enjoys working with senior stakeholders and takes genuine pride in being highly organised and one step ahead.
This is not a role for someone who simply waits for instructions. We are looking for a born organiser who naturally anticipates what needs to happen, works ahead, spots potential issues before they arise and is confident managing competing priorities and demanding personalities.
The role will evolve as the business grows, providing significant opportunity for the successful candidate to take on increasing responsibility and become an integral part of the wider business.
Key Responsibilities
- Provide first-class executive and board-level PA support to five Partners.
- Proactively manage complex and constantly changing diaries, ensuring priorities are understood and protected.
- Coordinate extensive domestic travel, including flights, accommodation, transfers, itineraries and meeting schedules.
- Anticipate the Partners’ needs and work ahead to ensure they are fully prepared for meetings, travel and key commitments.
- Manage competing demands and prioritise effectively in a fast-moving environment.
- Liaise confidently with clients, senior stakeholders and their PAs, building strong and professional relationships.
- Act as a key point of contact for the Partners, using sound judgement around what requires immediate attention and what can be dealt with independently.
- Prepare for meetings and commitments, ensuring relevant information, documents and logistics are in place in advance.
- Coordinate internal and external meetings, including room bookings, agendas, hospitality and follow-up actions where required.
- Handle confidential and commercially sensitive information with absolute discretion.
- Maintain a strong understanding of the Partners’ priorities, commitments and wider business objectives.
- Identify diary clashes, potential issues and logistical challenges before they become problems.
- Ensure the Partners are always where they need to be, when they need to be there, with everything they require.
- Support the smooth running of the office and contribute to the development of administrative processes as the business continues to grow.
- Take ownership of ad hoc projects and responsibilities as the role develops.
- Build strong relationships across the business and become a trusted and indispensable member of the team.
To be considered for this opportunity, we are looking for the following:
- We are looking for someone who is highly capable, commercially minded and exceptionally organised
- Previous experience as an Executive PA, Senior PA, Personal Assistant or similar role
- Experience supporting at Partner, Director, C-suite or Board level
- Experience managing complex diaries and significant travel arrangements
- Experience working with clients and senior external stakeholders
- Strong commercial awareness and an understanding of how a professional services or commercial environment operates
- Excellent written and verbal communication skills
- Strong Microsoft Office skills and confidence learning new systems and technology
- You will ideally have experience supporting senior executives, Partners, Directors or at board level within a professional, commercial or fast-paced environment.
- Is naturally organised and genuinely enjoys being organised.
- Thinks several steps ahead and rarely needs to be asked twice.
- Can manage multiple complex diaries and competing priorities without becoming flustered.
- Is confident dealing with strong, demanding and sometimes challenging personalities.
- Has excellent judgement and knows when to act, when to challenge and when to escalate.
- Is commercially aware and understands that the role of a PA at this level goes beyond administration.
- Communicates confidently and professionally with clients and senior stakeholders.
- Has excellent attention to detail without losing sight of the bigger picture.
- Is calm under pressure and comfortable working at pace.
- Takes ownership and accountability rather than waiting for direction.
- Is discreet, trustworthy and understands the importance of confidentiality.
- Is adaptable and enjoys working in a growing business where no two days are necessarily the same.
- Has the confidence to manage upwards and the interpersonal skills to build strong relationships with senior people.
- Takes pride in delivering an exceptional standard of support.
This is an opportunity to join a growing and ambitious business at an exciting stage of its development.
The successful candidate will have the opportunity to work closely with five Partners, gain broad exposure across the business and take on increasing responsibility as the organisation continues to expand.
The role is expected to grow and develop over time, making it an excellent opportunity for an experienced PA who wants more responsibility and the chance to become a key part of a senior team.
Benefits
- Hours of Work – Monday to Friday 8.30-5.30pm
- Hybrid working is available with 3 days in the office
- Salary circa £35k per annum
- Pension
- Generous holiday allowance
- Private Healthcare
Next Steps
For further information, please apply by emailing your CV to Utopian Recruitment ASAP. Our client is looking to interview and recruit these positions as soon as possible.
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Whilst Utopian Professional Recruitment strives to get in touch with all our applicants, it isn’t always possible. If you have not heard back from us within 5 working days after sending us your CV unfortunately you have not been shortlisted for this position.
Equal Opportunities
Utopian Professional Recruitment is committed to equal opportunities regardless of gender, race, disability, sexual orientation, religion or belief and age.
IND1
Pay: £34,000.00-£36,000.00 per year
Work Location: Hybrid remote in Edinburgh
