Personal Assistant

Utopian Professional Recruitment are delighted to be appointed to work in partnership with an incredible client who are looking to recruit 2 dedicated and highly organised PA to join their Tax & Succession Team, with one role based in Edinburgh and the other in Glasgow.

This is a fantastic opportunity for an experienced PA / Legal Secretary to become part of a supportive and purpose driven team, playing a key role in delivering administrative support to a busy and high-performing legal department.

Your main responsibilities will include:

• You will deliver a proactive PA service designed to remove all administrative activity from the legal team
• You will have full responsibility for client matter administration, operational support, financial coordination, and workflow oversight, ensuring legal colleagues can focus exclusively on delivering legal advice to clients
• You will provide anticipatory PA support, identifying requirements in advance and ensuring Partners and lawyers s are consistently equipped with all information, documents, and resources necessary for the effective management of their workloads
• You will take full ownership of diary management, ensuring all meetings, deadlines, internal commitments, and absence periods are accurately recorded and updated
• Act as the first point of contact for Partners, managing their inboxes with discretion, prioritising communications, drafting responses where appropriate, and ensuring all actions are progressed in a timely manner
• Using your own judgement in triaging enquiries
• Maintaining absolute confidentiality and professionalism when handling sensitive client, team, or financial information
• As a PA you will provide end‑to‑end administrative oversight of matters, ensuring all documents, correspondence, and compliance records are maintained accurately and filed correctly
• You will support client matter opening and closing processes, coordinating with relevant support teams to ensure compliance with Firm requirements.
• Responsible for preparing meeting packs, ensuring timely distribution ahead of all scheduled meetings
• Overseeing the flow of incoming and outgoing correspondence, directing to the appropriate lawyer and ensuring external mail is dispatched within required timescale
• Arrange all internal and external meetings on behalf of Partners and the legal team, including room bookings, technology setup, equipment, and hospitality requirements are organised in a timely manner
• Coordinate travel arrangements ensuring all associated logistics are confirmed and documented
• PAs assist Partners with coordination of business development and marketing activities, including event preparation, meeting support, and maintaining client contact records where required
• The PAs with the Tax & Succession team support each other with cover as required during periods of absence or peak workload.
• You will provide administrative support for financial processes including billing, Cashroom activity, fee letter preparation, bank transfer requests
• Work closely with the Finance team to ensure accuracy, completeness, and timely processing of all financial tasks
• You will generate reports and drafts fee communications to clients
• Assist with CMI and AML processes for the team, ensuring all compliance obligations are met in line with internal risk and regulatory requirements

To be considered for this opportunity we are looking for the following background / experience:

• Experience working as a PA, Legal PA experience would be advantageous but not essential
• We are looking for a professional individual who offers strong administrative skills with the ability to work proactively, directly and professionally with clients and colleagues of all levels
• Strong organisation and confident communication skills will be essential as is experience using Microsoft Office packages
• A high level of discretion and confidentiality is a requirement of this role as you will be exposed to sensitive information

Reward:

• Hours of Work – Monday to Friday 9-5pm (33.75hrs per week)
• This role will initially be office based but our client does support hybrid working once fully trained
• Full Time, permanent contract
• Salary – Excellent and will be discussed at time of application
• Generous holiday allowance
• Pension
• In between Christmas and NY office closure

Next Steps:

For further information, please apply by emailing your CV to Utopian Professional Recruitment ASAP.

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Whilst Utopian Professional Recruitment strives to get in touch with all our applicants, it is not always possible. If you have not heard back from us within 5 working days after sending us your CV unfortunately you have not been shortlisted for this position.