Your newpany
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-thinkingpany. 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:
1. Providing secretarial support to Partners and Project Managers
2. Organising and maintaining diaries (including scheduling meetings and TEAMS calls where necessary)
3. Booking of meeting rooms, catering and video conferencing facilities
4. Prepare quarterly fee forecast and collate and incorporate partnerments
5. Create a monthly fee register based on a fee forecast and administer fees for all projects
6. Issue invoices, recording and filing appropriately
7. Issue weekly invoice log to Accounts
8. Maintain project invoicing schedules
9. Processing sub-consultant invoices in relation to appropriate projects and dealing with any queries from sub-consultants
10. Liaison with the in-house Accounts team as required
11. Prepare debtors reports and assist Partners with collating updates and chasing outstanding debts
12. Receive cash listings from the in-house Accounts and record payments accordingly
13. Process office supplier invoices
14. Record personnel holidays and maintain records
15. Record absences and liaise with the HR department
16. Assist Project Managers with typing of agendas, minutes, reports and issuing to all parties
17. Assist Project Managers with processing of Payment Directions and collation of quality letters
18. Assist with the preparation of Fee Proposals and Client submissions utilising InDesign software
19. Liaise with the legal department to monitor the processing of appointment documents
20. Prepare new opportunities list for board meetings and collate and incorporate partnerments
21. Providing secretarial support to Partners and Project Managers
What you'll need to succeed
22. Organisation
– Manage calendars, meetings, and travel efficiently
– Clear, professional written and verbal skills
23. Discretion
– Handle confidential information with integrity
24. Time Management
– Prioritise tasks and meet deadlines
25. Tech Skills
– Proficient in MS Office and scheduling tools
26. Problem-Solving
– Adapt quickly and resolve issues independently
27. Attention to Detail
– Ensure accuracy in all tasks
28. Professionalism
– Build strong relationships and maintain a positive attitude
What you'll get in return
29. 27 Days of Annual Leave plus bank holidays. The office is also closed between Christmas and New Year.
30. Pension 5% matched salary sacrificed
31. Eye Care Vouchers
32. Flexible Working
33. Life Assurance
34. Private Medical Insurance
35. £250 per tax year towards Health & Leisure activities
36. Ride 2 Work
37. Employee Assistance Programme & more.