Job Description
COME AND JOIN US . . .
We are currently seeking a highly experienced, supremely organised and self-motivated Personal Assistant to adeptly support our General Manager.
The on target earning potential for this role is £31,300 / annual salary - comprising a base salary of £27,800 plus a qualified estimate of £3,500 in gratuities and service charge.* As a member of the Gleneagles team, you will also enjoy a fantastic range of perks, benefits and rewards.
ABOUT GLENEAGLES
One of the world’s most iconic luxury hotels and country estates, Gleneagles has been making memories for nearly a century. Recently crowned ‘Best Hotel in the World’ in the Virtuoso Best of the Best Awards, everything we do is about surpassing expectations and creating exceptional hospitality experiences for our guests.
WORKING AT GLENEAGLES
We’re devoted to making our people feel as valued as our guests. In this way, we strive to support the whole ‘you’ – not just the professional part but the personal part too. People join our team for all sorts of reasons. Some work here permanently to develop a career, some work seasonally, while others have a schedule to fit around their personal commitments. However long you plan to stay with us and whatever hours you’d prefer to work, we’re open to flexible working requests and offer hours, shift patterns and contract types to suit everyone.
Location; Auchterarder, just off the A9. Gleneagles is also within easy reach of a number of Scottish towns and cities: Edinburgh City Centre (1hr), Glasgow or Dundee (50mins), Stirling and Perth (25mins).
If you are our next Personal Assistant, please forward your most recent CV to us today!
Here's a bit more detail on what we see you doing in this role:
Proficient at diary management, you’ll use your outstanding planning, organisation and time management skills to instinctively ensure our General Manager’s schedule is always managed efficiently
Always thinking ahead, you’ll proactively and confidently anticipate our General Manager’s requirements
Dividing your day between organising internal and external meetings, processing expenses, travel arrangements, VIP guest enquiries
Swiftly and professionally actioning messages and correspondence in the absence of our General Manager, including responding on behalf of the Executive to VIP guests and guest feedback
Interacting with our guests, always warm, professional, helpful and doing everything you can to exceed their expectations; playing your part in making their stay with us 5 star in every way
You’ll accompany our General Manager to meetings where you’ll be taking professional and accurate minutes, sharing these with the relevant internal and /or external shareholders and proactively following up on actions when and where this is required
Organising and managing bespoke itineraries for the ownership, with a main focus on their children’s activities, working closely with the playground planning team, as well as being a liaison and support for our Head of Adventure and all divisions for any tailor-made pursuits for them and their VIP guests
Compiling and composing the VIP list in preparation for the weekly planning meeting led by our General Manager, using your fantastic attention to detail and written communications skills
Supporting our General Manager in all new and exciting pop-up projects with funds management, including invoice raising and expenditure tracking, as well as project planning, project execution and project monitoring utilizing your problem solving and critical thinking skills
Producing, managing and collating bi-weekly and monthly senior management rotas are part of your recurring tasks in order to ensure appropriated cover at senior level is always in place
Preparing guest feedback reports using your access to operating systems for experience management such as Qualtrics and TripAdvisor, identifying and communicating trends to our General Manager and all operational senior leaders for actions
Working together with the other Executive PAs and the Food and Beverage Coordinator to ensure a continuity of support during period of annual leave, including liaising with our suppliers and contractors, supporting in the ordering of essential products for the divisions, menu support and assisting with calendar management of our Executives/ Directors
As part of your general office duties, you’ll collect the Executive mail with the appropriate action, ensure the filing system is robust, order supplies needed for the wider Executive office
The kind of person we're looking for:
A natural ‘organiser’, you take great pride in supporting others and ensure flawless execution of administrative activities, with high attention to detail and process; you also possess a high level of integrity and discretion especially when handling confidential information
You enjoy working in a fast-paced environment that demands a strong sense of urgency, decision making, and the ability to work independently with confidence and authority
Organising and planning how to smartly divide time between specific activities is second nature, for both yourself and the Executive you support
Curious and probing, getting to discover the business inside out will be one of your favourite points on the day to day agenda
Your strong project management skills and ability to offer suggestions and improvements to process and work efficiently with all personality types are key skills; you’re also a great knowledge of Microsoft Office (Excel, Power Point, Word), as well as Outlook and other similar systems
A high performer that’s always looking for a better way to do things, you’re looking for an opportunity that allows you to have impact and make a difference; you also have the ability and willingness to continuously acquire new competencies and accept new challenges
Collaborating with others comes naturally to you, you know that it’s the sum of the parts that will reap the greatest reward
You’re up for doing things differently and trying (almost) everything once and are comfortable working in an environment where things move and flex, where a can-do attitude is key
Highly motivated and possessing an immense sense of pride in your work; you're passionate about delivering the high standards for our guests in line with the Gleneagles brand
You have a positive “can do” attitude to solving problems in a professional and courteous manner
A strong team player with great communication skills and an enthusiastic approach; you're well organised and punctual with an eagle eye for accuracy
You want to be part of a team that works hard, supports each other and above all has fun along the way
What’s in it for you:
Time to let your hair down
30 days holiday (including bank holidays) that increases with service
Seasonal parties and local social events
50% discount on Food & Beverage, Country Pursuits, Spa and Hair Salon (Mon-Thurs) and the Golf Driving Range
Golf Membership (with access to all 3 championship courses) for £50.00 per annum
Treats in your pocket
Flexi points into your Perkbox wallet to spend as you choose. The points can be spent immediately, or you can save them up over a number of months, for perks that cost that little bit more. All this gives you greater choice, so you can pick the things that mean the most to you!
Free ‘pay day’ lunch and monthly drinks offers
A generous ‘refer a friend’ scheme
Be our guest
Stay with us as a guest at Gleneagles for 2 nights per year at £65.00 per room B&B per night
Friends & Family rate of £95.00 B&B per night
Enjoy discounted rooms and restaurants rates with up to 50% off across the wider Ennismore brands and hotels, located across some spectacular locations, including London, Paris, Rome, Dubai, Doha, Rio, NY, Chicago and LA...to name just a few
Subsidised, single occupancy, en-suite accommodation available on our estate
Investment in your development and wellbeing
Life Insurance
Employee Assistance Programme, offering support and confidential advice for you and your family when you need it most
Ongoing investment in your personal development with access to internal and external training qualifications and programmes
Internal career opportunities across a wider range of specialisms and departments
Monthly recognition programme
Volunteering day every year with a charitable partner of your choice
Complimentary access to our staff gym
Gleneagles Cycle Scheme to spread the cost of the bike that you really want and reduce your carbon footprint
- About gratuities & service charge:
Gratuities (tips) and service charge (an additional charge added to our room rates and services across the estate that is passed directly to our employees) are paid on a pro-rata basis regardless of your role
It is estimated that in 2023, our full-time employees can expect to receive around £3,500 in addition to their annual salary