Personal Assistant - Reed : Job Details

Job Title: Personal Assistant

Location: Dundee City Centre

Working Hours: Monday to Friday, 9 AM - 5 PM

Job Description:

An independent professional services firm in Dundee is seeking a highly skilled and motivated Personal Assistant to provide confidential, high-level administrative support to the Managing Partner, Chair, and Board. This is a key role within the firm, where you’ll manage complex schedules, coordinate important events, and ensure smooth operations in a dynamic and fast-paced environment.

Key Responsibilities:

• Diary Management: Proactively manage complex calendars, scheduling meetings, calls, and events while anticipating conflicts and resolving them efficiently.

• Client Engagement: Assist in consulting responsibilities, including coordinating client coaching sessions, quarterly client events, and other client-facing activities.

• Communication: Act as a liaison for the Managing Partner and Chair, handling sensitive and confidential communications with professionalism and discretion.

• Board Support: Prepare Board Packs, ensuring timely updates from key personnel, and assist with related logistics.

• Travel Coordination: Organize domestic and international travel arrangements, ensuring seamless itineraries and meeting preparations.

• Meeting Facilitation: Coordinate meeting logistics, prepare agendas, create presentations, and take minutes when required.

• Project Support: Assist with ad hoc projects, conduct research, compile data, and prepare reports as needed.

• Financial Assistance: Support the Finance Partner with monthly summary reports and WIP meetings.

• General Administrative Support: Provide support to the wider Administration Team where necessary.

What We’re Looking For:

• Degree standard education or equivalent experience.

• Proven experience in a Personal Assistant role, supporting senior-level executives.

• Skills:

• Exceptional organizational and time management abilities.

• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint). Experience with Power BI is a plus.

• Strong written and verbal communication skills.

• Proactive and solution-focused.

• Good judgment – knowing when to act independently and when to seek guidance to ensure the best outcomes.

• Ability to multitask and adapt in a fast-paced environment.

• Attributes:

• Discretion in handling confidential information.

• Professional and confident interpersonal skills.

• Attention to detail and high accuracy.

• Flexibility to meet business needs, including occasional extended hours.

Why Join Us? You’ll be a valued member of a team that thrives on collaboration, professionalism, and excellence. This role offers a unique opportunity to work closely with our leadership, contribute to impactful projects, and develop your career in a supportive and forward-thinking environment.