Business Assistant

Job Title

Job Description Summary

Job Description

Business Assistant

Edinburgh

We are looking for an experienced Personal/Team Assistant to help support Scotland’s Regional Managing Partner, as well as the Office Agency Team and Capital Markets Team. This role is critical to facilitate our business management and commercial real estate brokerage activities throughout Scotland. You will be a key member of the team, able to work closely in a team structure with several senior figures, with the opportunity to positively influence core parts of our business. Day to day, the role will involve all aspects of your secretarial, administrative and financial skills supporting the above mentioned teams to ensure that we are meeting both our colleagues’ and clients’ needs in a positive and thoughtful way.

Key Responsibilities:

• Act as a focal point of contact, ensuring efficient liaison between team, manager and clients/ colleagues/ personal contacts
• Support the teams in documenting and pursuing business development opportunities in an organised and consistent process.
• Develop knowledge of key clients and collaborators, helping to grow and improve client service and relationships.
• Organisation of Scottish events, managing all aspects from preparation of materials, liaising with all members of the event team, and frontline support at the event.
• Creation & formatting of marketing collateral, correspondence and reports, employing IT and creative skills to work with the team create documents designed to win work in a competitive environment.
• Regular creation of invoices and managing the team’s work in progress records and forecasting on the appropriate system. Oversight of team workflow from pending jobs to completion, ensuring full visibility of income.
• Facilitating & co-ordinating meetings. Meetings may involve both internal and external contacts and will include the booking of viewings. Liaising with Workplace host to ensure smooth running of meetings.
• Travel arrangements for Partners and their teams, inclusive of making arrangements, scheduling itineraries and updating diaries.
• Completing job opening forms and registering new jobs on appropriate systems, creation of conflict check reports and creation of appropriate files
• File management, archiving and ad hoc duties. Monitoring and completing file opening and closure processes and following relevant procedures in order to ensure that all job and audit protocols are met.
• Preparing and sending invitations to clients for events and logging responses
• Proactive management of team contact databases
• Diary Management for several senior executives
• Monitoring of debtor schedules and action where appropriate
• Processing expenses
• Accurate message taking for team and managing telephone calls and emails
• Creating and updating various lists, spreadsheets & schedules using Excel, to an advanced level
• Prioritising workload and generally assisting a busy team
• Undertake voluntary or nominated duties in order to ensure the smooth flow of work through the team or business unit
• Attendance and participation in meetings, as required

Knowledge and Experience: 

Whilst it is preferable, it is not essential for you to have a background working in property. We are looking for someone who has a keen eye for detail and can be methodical with their approach to completing multiple time precious tasks at the same time. We are also looking for someone who can build strong relationships with both internal and external key stakeholders and who can add value to the business development/winning process. 

Skills:

• Able to multi-task and manage conflicting, changing priorities efficiently
• Discreet and high level of confidentiality
• Excellent communication and inter-personal skills
• Excellent software skills: in particular, Microsoft Word, Excel, PowerPoint and Adobe to advanced standard.
• Ability to take ownership of any problems and road -blocks to see through to solution
• Ability to manage expectations effectively
• Confidence to ‘manage up’ to ensure that deadlines are met
• Highly organised
• Efficient and pro-active