CEO Office Administrator & Executive Assistant, Abrdn
4-5 days a week in office
Savings & investment company
Job no longer available
Savings & investment company
501-1000 employees
Job no longer available
4-5 days a week in office
501-1000 employees
Company mission
Helping clients to prepare for the future
Role
Who you are
- Minimum of 4 days per week in the office
- Previous experience in a fast-paced Executive Assistant or Executive PA capacity
- For the majority of days, in-office presence is required on CEO office days; flexible working when CEO is offsite
- Occasional travel to support cyclical Group Results or Group Events (Edinburgh/Manchester)
- Highly organised with exceptional attention to detail
- Ability to manage confidential matters sensitively and with discretion
- Excellent communication and interpersonal skills, consistently demonstrating Aberdeen company behaviours
- Strong workload prioritisation skills, ensuring all deadlines are met and managed effectively
- Experience processing purchase orders and invoices
- Proactive forward planning, organising, and maintaining diaries
- Ability to anticipate and adapt to changing requirements and priorities of senior leaders in a dynamic environment
What the job involves
- This role provides high-level diary and administrative support for the CEO Office and Investor Relations Director within the financial services industry, ensuring seamless operations and effective coordination across key executive touchpoints
- You will be part of the CEO office team and the Investor Relations Team, enjoying a role that offers variety and contributes to the success of the organisation
- Support the CEO Office with cyclical Committee and Board activities, working closely with the CEO’s Chief of Staff, EA & Business Manager to ensure comprehensive organisation of Group Operating Committee / Executive Leadership Team meetings, and liaising with other EAs/PAs as required
- Collaborate with the CEO’s Team to ensure the CEO Office runs smoothly, including organising and forward-planning the Executive meeting schedule
- Support the planning, logistics, and coordination of Executive team onsite, offsite events, considering the full end to end process (IT setup, internal meeting rooms, refreshments, external venues)
- Responsible for loading and circulation of GOC/ELT/HRMI papers via Board Intelligence system
- Partner with reception to deliver a seamless visitor experience for CEO guests, where necessary greeting guests on arrival and providing guidance or accompaniment to meeting spaces as required
- Ensure the CEO’s working environment is well supported, including arranging refreshments and handling printing or document preparation as needed
- Provide EA holiday cover as required, specifically for the Group CEO
- Support with the EA/PA check-ins, working closely with this network to establish best practice
- Assist with Group wide event management and ad-hoc activities, such as preparation for cyclical results, End of Year parties, and Aberdeen Leadership Group (ALG) events
- Coordinate travel for the CEO Chief of Staff, CEO domestic travel and Investor Relations as required
- Manage the end-to-end process for invoice administration, including the preparation of Purchase Orders, liaising with suppliers and timely processing of invoices, ensuring accuracy and compliance with Company processes and policies
- Process expenses for CEO Chief of Staff and Investor Relations Director
- Carry out specific projects or provide assistance on ad-hoc projects as requested
- Own the end-to-end process for Aberdeen debentures sports tickets, including maintaining robust process for allocate allocation
- Where applicable liaise with internal stakeholders to ensure external complaints received by the CEO are addressed efficiently and in line with regulatory and organisational standards
- Provide administrative support for Investor Relations in relation to quarterly, half-year, or full-year results events, and arrange meetings related to shareholders and investor conferences
- Manage the Investor Relations Directors diary, scheduling meetings and coordinating appointments with internal and external stakeholders
- Arrange and book domestic and international travel for the Investor Relations Director ensuring all logistics are handled efficiently
- Act as a key point of contact for investors, liaising professionally to coordinate meetings, calls, and events. Meet/Greet where applicable in the office
- Process and reconcile expenses for the Investor Relations Director, ensuring compliance with company policies
Application process
- End Date: December 4, 2025
Salary benchmarks
Our take
Abrdn, formerly known as Standard Life Aberdeen, is a global investment company helping its clients to save and invest for their futures. It operates three businesses - Investments, Adviser and Personal - and has been operating since way back in 1825.
Nowadays, atop its investment and advice services, the company delivers two platforms for financial advisers. The first, Wrap, enables users to build and manage portfolios for each client. It also includes SIPP drawdown capabilities - which means advisers can choose the best platform charges when client assets are at their highest. The second, Elevate, encompasses a suite of tools for advisers to save time and make sure their clients are informed.
In 2023, Abrdn announced "adviserOS", which represents an upgrade to their platform offerings. There is limited information to go on, but the company claims this new venture will be simpler and data-led, as well as require less admin. It will be interesting to see if this new release keeps pace with tech developments across the investment space and allows abrdn to continue as an innovator.
Freddie
Company Specialist at Welcome to the Jungle
Insights
Company
Company HQ
Edinburgh New Town, Edinburgh, UK
Leadership
Jason Windsor
(CEO)Previously CFO at Persimmon Homes, Group CFO at Aviva and was the Managing Director of Morgan Stanley.
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