Admin & Executive Assistant

Join Planner Bee VA Services as our Admin & Executive Assistant! We’re an innovative and award-winning eco virtual assistant company with a passion for supporting sustainable and ethical businesses through marketing, carbon footprinting, and administrative services.

As our Admin & Executive Assistant, you’ll deliver high-level Personal Assistant and administrative support to several purpose-led clients and our internal team. This role is perfect for someone who thrives on variety, is highly organised, and enjoys making a positive impact across multiple businesses.

This is a remote position, but you must be able to attend monthly in-person team meetings/ coworking days in Aberdeen city centre.

Key Responsibilities:

• Inbox & Communication Management: Oversee multiple client inboxes, prioritise and respond to emails, and ensure professional communication.
• Diary & Meeting Coordination: Schedule and coordinate meetings, appointments, and events for various clients and team members, managing calendars and preventing conflicts.
• Travel & Logistics: Organise travel, accommodation, and restaurant bookings for clients, always considering sustainability.
• Document & Presentation Preparation: Create, edit, and maintain spreadsheets, documents, and presentations for both clients and internal use.
• Admin & Project Support: Track daily tasks, manage project timelines, and assist with general admin duties to keep client operations running smoothly.
• Research & Insight: Conduct research to support client projects and business decisions, presenting findings clearly and concisely.
• Financial Administration: Collate, organise and file expense documents and invoices.
• Confidential Executive Support: Handle sensitive information with discretion, supporting clients and leadership with confidential tasks as needed.
• Social & Environmental Impact: Actively adopt sustainable work practices, minimise waste and reduce carbon emissions in daily work whenever possible.
• Proactive Problem Solving: Anticipate client needs, suggest process improvements, and provide proactive support to both clients and the Planner Bee VA Services team.

Knowledge and Experience

• At least 1 year of experience in a relevant Personal or Executive Assistant role.
• Comfortable using basic computer applications such as Word, Excel and PowerPoint and a willingness to develop proficiency in other applications.
• A strong personal interest in the climate crisis and a genuine passion for contributing to a business with a positive environmental mission.

The Person

• Dedicated to environmental causes and enthusiastic about collaborating with an ethical business with a mission to create a positive impact on the world.
• Exceptionally organised, detail-oriented, and able to juggle multiple priorities for different clients.
• Excellent written and verbal communication skills.
• Friendly, approachable, and professional in all client and team interactions.
• Proactive, resourceful, and comfortable working independently.
• Tech-savvy, with enthusiasm for learning new software and AI tools.
• Committed to working remotely with a self-starter mindset.

Benefits

• Salary: £26,500 per annum
• Remote work: Work from home, with just one in-person team meeting/ coworking day per month in Aberdeen city centre
• Flexible hours: Some flexibility around your working hours to help you balance work and life
• Annual leave: 28 days annual leave (including bank holidays)
• Purpose-driven team: Be part of a supportive, friendly, and values-led business, making a positive impact

If you’re seeking a varied, impactful role where you can support multiple purpose-led businesses and help create positive change, we’d love to hear from you!

We are proud to be an equal opportunity employer. We believe that diversity drives innovation and strengthens our team. We encourage applications from candidates of all identities, backgrounds, and abilities. If you require reasonable adjustments at any stage of the process, please contact us in confidence.