Caledonian Trust PLC is a well-established, conservatively-managed property investment and development company. With a focus on high-value opportunities, the company holds a diverse portfolio of assets, many of which present significant potential for exceptional returns while maintaining a low risk of loss—offering a rare balance of high upside with limited downside.

We are seeking a proactive and highly organised Personal Assistant to provide comprehensive support to our executive team.

The Role:

This is a pivotal role in helping the leadership operate efficiently by managing their day-to-day tasks, coordinating schedules, and ensuring smooth communication across departments.

The ideal candidate will be highly adaptable, detail-oriented, and capable of handling sensitive information with discretion.

Responsibilities:

Maintain action lists and progress records for own work and to give directors sufficient time for actions required from them;
Audio and copy typing of correspondence, documents, reports etc;
Filing and retrieval of documents/emails (paper and electronic records) by entity and by project;
Keeping business records;
Maintain company central address books, codes, passwords and similar;
Triaging incoming post, drafting responses and reporting progress or escalating delays to IDL. Acting on own initiative as and when appropriate. Represent all business entities appropriately and maintain confidentiality;
Ensure all insurances are maintained;
Liaise with solicitors and other professionals;
Renew landlord registrations;
Monitor and control all LDF contracts and employees;
Accounting – provide information to finance to send out rent/service charge demands promptly and accurately including expense recharges where relevant;
Chase debts;
Maintain library of reports as specified by IDL;
Occasional banking as necessary;
Monitor personal bank account and keep records; provide weekly cash statements;
Collect all relevant info and summarise tax return information for IDL;
Prepare directors’ expense reclaims; and
Propose and implement agreed improvements.
Carry out all normal duties of a PA.
Ad hoc assignments as and when they arise.
Have a current driving licence and a car licenced for the LEZ zone.
Joint and cover responsibilities of Personal Assistants:
Cover for all other PA’s work;
Assist with outgoing post, especially mailings such as annual accounts to shareholders/non-shareholders;
Purchasing and accepting deliveries (cover for other PA);
Diary management (both PAs);
Event management – organise and attend AGM,lunch / Christmas lunch, keep records;
Office consumables and monitor stock (Cover only);
Open and distribute incoming mail (Cover only);
Answer telephones (both PAs);
Maintain filing and archiving company records;
Making tea/coffee, light snacks, arrange lunches and preparing meeting rooms to welcome visitors or host events.

Skills & Qualifications:

Proven experience as a Personal Assistant or Executive Assistant.
Strong organisational and time management skills, with the ability to prioritise and manage multiple tasks.
Excellent communication and interpersonal skills.
High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Benefits:

20 days of annual leave, plus 9 statutory holidays.
Working hours: Monday to Friday, 9.15am – 5.30pm, with a lunch break from 1pm – 2.15pm.
Competitive salary and benefits package.
Opportunities for professional development and growth within the company.

If you're a dedicated, detail-focused professional looking to contribute to the success of a forward-thinking company, we’d love to hear from you.

Please submit your CV and a brief cover letter detailing your experience and why you would be a great fit for this role.