Personal Assistant in Glasgow

6 months Fixed Term Contract in Belfast or Glasgow.

About You

Executive Support & Coordination

• Enable executives to use their time effectively by proactively coordinating schedules, priorities, and activities, aligned to their roles within the business.
• Provide proactive diary and email management and scheduling aligned to stakeholder level (MD or Director), anticipating and facilitating delivery of business needs identified through emails and diary.
• Coordinate meeting arrangements, including logistics, preparation and collation of materials for meetings and key activities.

Travel & Logistics

• Ensure seamless and efficient travel arrangements through accurate and proactive planning.
• Arrange travel, accommodation, and itineraries in line with company processes.
• Communicate plans clearly and resolve issues as they arise.
• Collaborate with the wider Business Support team to coordinate travel requirements and requests from all staff across our multiple businesses.

Governance, Meetings & Business Support

• Support effective decision-making and communication through well-organised meetings and high-quality documentation.
• Organise and co-coordinate boards and senior level meetings, including agendas, papers, and logistics.
• Take minutes and track actions between meetings where required in consultation with the executive.
• Prepare, format, and proofread documents and presentations to identify any errors or issues early.

Stakeholder Management

• Deliver a consistent and professional service by managing relationships and expectations effectively.
• Build strong working relationships with Directors and stakeholders.
• Act as a key coordination point for administrative support.
• Manage expectations and helpfully redirect requests where outside scope.

Operations, Approvals & Office Support

• Support the broader team needs within the business and office to ensure smooth operational support by coordinating approvals and supporting office activities where required.
• Coordinate and track document signatories and approvals.
• Follow up to ensure timely completion.
• Support local office coordination (e.g. meeting rooms, facilities liaison, post handling).

Ways of Working & Team Contribution

• Improve efficiency and consistency by adopting structured ways of working and collaborating across the team.
• Follow agreed processes, systems, and templates.
• Identify and support improvements to ways of working.
• Collaborate across the team, sharing workload and providing cover as required to ensure business continuity.
• Work within team SLAs, applying your judgement and escalating where appropriate.

Scope & Boundaries

Support is delivered in line with agreed service levels and team processes. This includes confidently redirecting requests that fall outside scope and contributing to a consistent and sustainable service model across the business. The particular responsibilities assigned to the successful individual may include some or all of the responsibilities above subject to business need and location which can vary from time to time. Occasional travel to other offices may be required from time to time though not frequently.

Responsibilities & Criteria

Skills & Experience

• Proven experience providing administrative or PA support in a professional services or similar environment.
• Experience supporting senior stakeholders, communicating clearly, managing expectations and competing priorities and deadlines.
• Strong organisational and coordination skills, with attention to detail and accuracy.
• Can take initiative to anticipate needs and resolve issues.
• Confident user of Microsoft Office and other business systems.

Ways of Working

• Works in a structured and organised way, following agreed processes and systems.
• Collaborates effectively with others and contributes to a team-based approach.
• Demonstrates confidence in redirecting requests and working within defined boundaries.
• Shows a willingness to learn, develop, and adopt new ways of working.
• Responds positively to changing priorities and business needs.
• Identifies practical solutions and escalates issues where appropriate.

Personal Attributes

• Professional, highly organised, reliable, and approachable.
• Calm and resilient under pressure.
• Positive and flexible attitude.
• Committed to delivering a high standard of work.

Location

Belfast or Glasgow.

Working hours

Monday to Friday, 37.5 hours per week with additional hours as and when required. All roles are subject to a six-month probationary period and all prospective employees are required to complete an Access NI check. As part of the pre-hire process, the successful candidate will be subject to reference checking and security vetting.

3173 is an Equal Opportunity Employer. Applying with a disability or long-term health condition? We are committed to increasing the representation of disabled colleagues and want to remove any barriers or challenges that get in the way of candidates with a disability or long-term health condition from applying to work with us. We guarantee to automatically interview anyone with a disability who meets the minimum criteria. If there is support or an adjustment that we can provide to enable you to be at your best during the recruitment and selection process, we encourage you to advise us in good time so that we may make suitable arrangements. We understand that being open with us may feel uncomfortable so please only share with us the information that you are comfortable to share, and rest assured that we will use this only to provide you with the right support. Any information you give us will be treated completely confidentially. To discuss this further please call 028 9041 2000 and ask to speak to a member of the People & Culture team.