Personal Assistant to Directors

2 months ago

Pitlochry, United Kingdom The House of Bruar Full time

**Job Title**:Personal Assistant to Managing Director & Chairman

**Location**: Pitlochry

**Terms**: Full-time Permanent

**Hours**: 8:00am to 5:30pm

**Working Days**:Monday to Friday

**Salary Range**:£24,000 to £32,000

**About us**:
The House of Bruar is an award-winning luxury retailer in Scotland, renowned for offering its customers a quintessential Scottish experience. We pride ourselves on providing a diverse range of high-quality products, from traditional Scottish clothing and homewares to local delicacies and fine foods.

**Position Overview**:
As the Personal Assistant to the Managing Director and Chairman, you will play a pivotal role in ensuring seamless communication, organisation, and coordination of various administrative responsibilities. Your primary focus will be on providing comprehensive support to the leadership team while maintaining a high level of professionalism and confidentiality.

**Key Responsibilities**:

- Serve as the primary liaison for the Managing Director and Chairman, managing calls, messages, and providing a welcoming reception for visitors.
- Maintain meticulously organised diaries for the Managing Director and Chairman, overseeing appointments and reminders, while keeping both parties up to date.
- Handle personal and business mail promptly, ensuring swift and appropriate actions are taken.
- Ensure that telephones are answered in a timely manner and in-line with the Telephone Training policy for both external and internal calls.
- Efficiently draft and manage all correspondence on behalf of the Managing Director, ensuring a high level of accuracy, professionalism, and adherence to corporate communication standards.
- Record and document proceedings during Senior Management Team Meetings, ensuring precision and comprehensiveness. Circulate polished minutes in a timely manner for internal reference.
- Coordinate travel arrangements for Directors and the Senior Management Team, prioritising cost-effective options.
- Manage Barbour purchase orders, overseeing acknowledgment reconciliation, and processing special orders.
- Update Elucid with precision, incorporating product codes, managing obsolete items, and reflecting price changes.
- Maintain detailed records of staff sickness and holiday requests, preparing comprehensive attendance spreadsheets and overseeing payroll processes.
- Prepare monthly attendance spreadsheet for the Managing Director to authorise payroll.
- Reconcile personal and trust bank statements, handling expenses, and ensuring timely payment of invoices.
- Oversee various tasks related to properties in The Children’s Settlement and Kincardine Estate.
- Coordinate personal tasks for the Managing Director and Chairman, including appointments, prescriptions, expenses, and insurance matters.
- Keep accurate personal information on the Birkbeck family so that it is readily available to assist completing documentation or arranging travel.
- Coordinate shooting and fishing activities, including guest payment requests, accommodation arrangements, and meticulous record-keeping, as well as securing permits for both shooting and fishing excursions.
- Arrange lunch and refreshments for Managing Director/Chairman and for any meetings as required.

**Requirements**:

- A reliable transportation is mandatory for this role.
- Ability to clear a background check.
- Proven experience as a personal assistant or in a related administrative role.
- Familiarity with office management systems and procedures.
- Proficiency in using office software (e.g., Microsoft Office, Google Workspace).
- Ability to handle sensitive information with discretion and maintain confidentiality.

**Desired**:

- Maintains a positive and can-do attitude even in challenging situations.
- Exceptional organisational and methodical skills with a strong emphasis on time management.
- High degree of numeracy and literacy, demonstrating acute attention to detail.
- Strategic thinker capable of working both independently and collaboratively within a team.
- Proven ability to take initiative and anticipate the needs of the person or team being assisted.
- Willingness and ability to learn new technologies and tools as needed.
- Cultural awareness and sensitivity when working with diverse individuals.

COME AND DO GREAT THINGS WITH US

**Job Types**: Full-time, Permanent

**Salary**: £24,000.00-£32,000.00 per year

**Benefits**:

- Company pension
- Flexitime
- On-site parking

Schedule:

- Flexitime
- Monday to Friday
- No weekends

Work Location: In person

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