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Executive Assistant to Director

4 weeks ago

Edinburgh, United Kingdom Southside Property Management Full time

**About SouthSide**

Over the past 14 years in business, our focus has been to provide great service, transparency, and value to our landlords and tenants. We pride ourselves on being fair and reasonable and have experienced steady growth year on year, almost entirely organically, with the help of our fantastic and dedicated team and loyal clients.

**Responsibilities will include**:

- Booking attendance at events and conferences, liaising with relevant team members.
- Preparing documents and data for property visits.
- Preparing presentation documents for meetings, workshops, and seminars.
- Overseeing office contracts and renewals.
- Administration associated with acquiring properties and liaising with Director and Legal Manager.
- Full travel management for team including travel, accommodation, and expenses.
- Working with relevant team members regarding company events.
- Working with team to ensure smooth day to day running of the office, ensuring a safe and comfortable working environment for all.
- Conducting research & collating data regarding landlords, the market, and competitors to assist with new business strategies.
- Updating and recording information on SAM database.
- Setting up property appraisals and notifications.
- Keeping a note and reporting of relevant statistics.
- Liaising with Property Management, Projects and Marketing teams with regards to new properties and clients’ requirements.
- Some social media management, where required.
- Taking ownership of continued professional development by attending training meetings and courses.
- Creating systems and processes.
- Key management.
- Accurate file and data management.
- General ad-hoc duties.

**Person specification**:

- Previous experience in an Executive Assistant, PA, or Office Management role, supporting Senior Management.
- The type of person who likes to ‘get things done’.
- Being professional, courteous, and positive.
- Showing discretion and respecting confidentiality.
- Showing honesty and integrity and able to take responsibility for own actions.
- Being a good team player with a good sense of humour - someone who takes their work seriously but not themselves.
- Excellent organisational and time management skills with the ability to prioritise and complete busy workload effectively.
- Good grammar and punctuation.
- Ability to show flexibility and adaptability within role and use own initiative.
- Knowledge of residential property market for rental and investment would be beneficial.
- Awareness of property legislation and regulations for the Private Rented Sector would be beneficial.
- Awareness of HMO requirements in Scotland would be beneficial.
- Speak and write fluent English with evidenced Right to Work in the UK. A command of other languages is of benefit, but not essential.
- Driving licence. Desirable is a clean licence. Essential is a licence with no more than 3 penalty points. We have a fleet of company cars which our team tembers drive when visiting properties, so a good geographical knowledge of Edinburgh is desired.
- Essential skill set of MS Office - Word, Excel, PowerPoint, TEAMS at Intermediate level.
- Knowledge of GDPR and Office 365.
- Accurate document management with progress to a paperless environment.
- Accurate data and file management.
- Capable of organising large volumes of work.
- Ability to find solutions and problems solve.
- Confidence to make decisions.
- Able to multi-task, work to tight deadlines and produce high quality work under pressure.
- Proficient diary management.
- Able to innovate and identify improvements to the service offered.
- Alignment to our core competencies and principles.

**Key performance indicators and Outcomes of the Role in this role are**:
The 3 core measures and principles are keeping everyone **Safe** and **Happy** while keeping our company **Sustainable.**

**Working Hours & Environment**
- **Full-time or part-time hours (24-40 hours over min 3 days) between 08:00 - 17:00hrs, 08:30 - 17:30hrs or 09:00hrs - 18:00hrs**.
- **Additional attendance after hours may be required for networking and client events**.
- This position will be based at our Edinburgh central office however the role may require ad-hoc travel to other locations.
- Flexibility will be expected with regards to hours of work to suit the needs of the business and colleagues.
- The role also requires 1 Saturday a month, on a rota basis - generally from 8.30am to 1.30pm pay for these days are included in annual salary and Saturdays can be swapped to suit.

**Benefits**:

- £1,000 pay increase upon achieving all 4 ARLA exams (pro-rata for part-time).
- Pension Scheme after 3 months (contributions matched by the company up to 5%).
- Company Health Insurance after 6 months (choice of 2 options WPA/Westfield Health) up to 5% of salary.
- Opportunity to participate in Profit Share Scheme after 12 months.
- 28 days paid holiday including all bank holidays plus 3 additional days for personal wellbe

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