Senior Administrator / Executive Assistant

Utopian Professional Recruitment are delighted to be working with a leading Scottish based firm who are looking to hire a highly professional and experienced Senior Administrator / EA.

This is a fantastic role for a highly organised individual who offers experience managing diaries, preparing meetings, liaising with other EA’s, managing hectic schedules and managing all travel ahead of time. This role will also see you provide effective and pro-active support to a nominated Partner and their respective team.

Your key responsibilities will include:

• Provide a high level administrative / EA support to a Partner and his team
• Manage all travel, accommodation and meeting requests
• Liaising closely with colleagues whilst managing a hectic schedule and multiple diaries
• Ensure all meeting papers and organised ahead of schedule, follow up when required
• Prepare paperwork for meetings and format any documents required
• Take a proactive approach to work carried out on behalf of the Partner and the team and take responsibility for resolving any issues that may arise
• Anticipate and balance the needs of the Partner, keeping one step ahead
• Schedule appointments, arrange meetings and organise travel plans including itineraries and logistics – complex management of diaries
• Comprehensive and pro-active email management
• Confidently provide support to enable Partners to fulfil their own roles, always maintaining confidentiality
• Support the Partner to help them make the best use of their time
• Assist with time recording as required
• Act as the point of liaison between the Partner and the team to keep them appraised of work status, and ensure that client meetings are well prepared for in advance
• Act as the point of contact for both internal and external stakeholders
• Attend appropriate executive meetings, take minutes, and ensure all actions are followed up by the relevant parties
• Maintain accurate documents and records using our document management system
• Undertake administration for certain clients as required
• Take an active role in project work if/when the work demands
• Undertake any other reasonable duties as they arise

To be considered for this opportunity, our client does require the following background / experience:

• Previous experience working as a Senior Administrator or EA
• No specific industry required, however working within a smaller organisation would be advantageous, supporting senior staff members and managing different diaries
• Highly organsied and on the ball! Be able to be a step ahead and ensure everything is organised ahead of schedule
• Excellent attention to detail, ensuring minimal mistakes are made and work is double checked
• Excellent knowledge of MS Office applications
• High level of accuracy with great attention to detail
• Outstanding organisational and diary management skills
• Ability to plan, organise whilst supporting others
• Excellent communication and interpersonal skills
• First class internal and external client care skills, offering confidence, professionalism and positivity
• Proactive approach to problem solving

Benefits

This position is a full time, working Monday to Friday 9-5pm. Our client is offering a competitive salary which will be discussed at time of application, 25 days holiday plus 8 public, life cover, critical illness and pension.

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.