Estate Secretary / PA

This is a truly unique opportunity for an Estate Secretary / PA to join a team based in a breathtaking location in the Scottish Highlands. The estate is committed to enhancing the environment through conservation and wildlife management and is accredited by Wildlife Estates Scotland.

The Estate Secretary / PA will join a dedicated team on a large traditional sporting estate famed for its deer stalking, trout fishing and its stunning and remote landscapes.

As Estate Secretary / PA, you will play a crucial role in supporting the Estate Manager and the wider team in ensuring the smooth operation of the estate office. You will be working full time, including occasional non-office hours to meet the needs of the role and seasonal duties.

You will be rewarded with a free non-contributory pension scheme worth around 20% of salary, 4x life cover, £30 per month wellness contributions and access to company discount sites and health products, and a range of social gatherings and events to participate in.

Accommodation will be provided during the full term of your employment.

Core responsibilities:-

• To assist with the diary co-ordination of the Estate Manager and the Fleet and Facilities Manager
• To assist and support the Fleet and Facilities Manager in the management of all associated properties, including security and boat shoreside administration
• To assist and support all the Heads of Department where required to carry out their administrative duties
• To work with and support the Building Manager with compliance administration
• To work in unison with the Senior Estate Secretary, to share information, coordinate activities and assist in each other’s duties
• To assist with travel and amenity requirements, including arrangement and booking of travel and hotels
• Deal with incoming/outgoing mail (paper and electronic) ensuring prompt distribution or action
• Provide a telephone answering and screening service when required, taking messages and/or acting on own initiative as appropriate
• Produce accurate reports, letters and other documentation as required to a high professional standard, including both audio and written typing (using Word, Powerpoint, Excel, Outlook and other packages as necessary)
• Assist with drafting agendas and collating papers, including take minutes of meetings
• To assist relevant Head of Department with recruitment support for new employees
• Collate all payroll and HR data (electronic timesheets and personal information details) and provided to these departments in a timely fashion
• Ensure all purchase orders and invoices are processed efficiently (electronic and paper forms)
• Issue invoices and reconcile sales for Estate income streams as appropriate
• Manage petty cash, banking and provide and maintain a spreadsheet in relation to cash to be reconciled with evidence each month

Skills and experience required:-

• Previous administrative, secretarial or PA experience is essential
• Candidates should possess proficiency in Microsoft applications (Word, Outlook, Excel, PowerPoint)
• Strong written and verbal communication skills, attention to detail and a dedication to providing quality, error free work
• The ability to multi-task, prioritize activities effectively, and provide a quality service is essential
• A valid driving license is required
• Reliable with strong work ethics
• Professionalism, discretion and confidential at all times
• Works well with others by building positive relationships, working with integrity, being direct and straightforward whilst respecting and considering others
• Adapts to change by being able to deal with uncertainty, accepting new ideas and driving and communicating change
• Plans and organises well by developing processes, setting standards and monitoring performance
• To provide assistance during or outside working hours where required

KEYWORDS: secretarial, Secretary, PA, Personal Assistant, diary, administration

Unfortunately, due to time restrictions we cannot respond to every applicant, in the event that we haven’t contacted you within 48 hours please take it you have not been successful for this particular role, but your details will be kept on file and considered for all future vacancies.

We are an equal opportunities agency and welcome applicants from all backgrounds.

We are acting on behalf of the client as an Employment Agency in relation to this vacancy.