Personal Assistant

Caledonian Trust PLC is a well-established, conservatively-managed property investment and development company. With a focus on high-value opportunities, the company holds a diverse portfolio of assets, many of which present significant potential for exceptional returns while maintaining a low risk of loss—offering a rare balance of high upside with limited downside.

We are seeking a proactive and highly organised Personal Assistant to provide comprehensive support to our executive team.

The Role:

This is a pivotal role in helping the leadership operate efficiently by managing their day-to-day tasks, coordinating schedules, and ensuring smooth communication across departments.

The ideal candidate will be highly adaptable, detail-oriented, and capable of handling sensitive information with discretion.

Responsibilities:

• Maintain action lists and progress records for own work and to give directors sufficient time for actions required from them;
• Audio and copy typing of correspondence, documents, reports etc;
• Filing and retrieval of documents/emails (paper and electronic records) by entity and by project;
• Keeping business records;
• Maintain company central address books, codes, passwords and similar;
• Triaging incoming post, drafting responses and reporting progress or escalating delays to IDL. Acting on own initiative as and when appropriate. Represent all business entities appropriately and maintain confidentiality;
• Ensure all insurances are maintained;
• Liaise with solicitors and other professionals;
• Renew landlord registrations;
• Monitor and control all LDF contracts and employees;
•  Accounting – provide information to finance to send out rent/service charge demands promptly and accurately including expense recharges where relevant;
• Chase debts;
• Maintain library of reports as specified by IDL;
• Occasional banking as necessary;
• Monitor personal bank account and keep records; provide weekly cash statements;
• Collect all relevant info and summarise tax return information for IDL;
• Prepare directors’ expense reclaims; and
• Propose and implement agreed improvements.
• Carry out all normal duties of a PA.
• Ad hoc assignments as and when they arise.
• Have a current driving licence and a car licenced for the LEZ zone.
• Joint and cover responsibilities of Personal Assistants:
• Cover for all other PA’s work;
• Assist with outgoing post, especially mailings such as annual accounts to shareholders/non-shareholders;
• Purchasing and accepting deliveries (cover for other PA);
• Diary management (both PAs);
• Event management – organise and attend AGM,lunch / Christmas lunch, keep records;
• Office consumables and monitor stock (Cover only);
• Open and distribute incoming mail (Cover only);
• Answer telephones (both PAs);
• Maintain filing and archiving company records;
• Making tea/coffee, light snacks, arrange lunches and preparing meeting rooms to welcome visitors or host events.

Skills & Qualifications:

• Proven experience as a Personal Assistant or Executive Assistant.
• Strong organisational and time management skills, with the ability to prioritise and manage multiple tasks.
• Excellent communication and interpersonal skills.
• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Benefits:

• 20 days of annual leave, plus 9 statutory holidays.
• Working hours: Monday to Friday, 9.15am – 5.30pm, with a lunch break from 1pm – 2.15pm.
• Competitive salary and benefits package.
• Opportunities for professional development and growth within the company.

If you're a dedicated, detail-focused professional looking to contribute to the success of a forward-thinking company, we’d love to hear from you.

Please submit your CV and a brief cover letter detailing your experience and why you would be a great fit for this role.