418 Administrative Staff jobs in Aberdeen

• Manage incoming and outgoing mail and courier services.
• Order and maintain office supplies, ensuring adequate stock levels.
• Schedule and coordinate internal and external meetings, including virtual meeting arrangements.
• Manage and maintain the organisation's filing systems, both digital and physical.
• Answer and direct phone calls, taking messages as needed.
• Handle general email inquiries and respond to routine requests.
• Assist with the preparation of documents, reports, and presentations.
• Support the onboarding process for new remote employees, including equipment distribution and system access.
• Process expense claims and invoices accurately and in a timely manner.
• Ensure the office environment (for those who may occasionally visit a hub) is tidy and organised.
• Provide general administrative support to various teams as required.
• Maintain a high level of confidentiality when handling sensitive information.
• Utilize office management software and tools to track tasks and manage administrative processes efficiently.
• Proactively identify and suggest improvements to administrative procedures.

• Proven experience (2+ years) in an office administration, secretarial, or similar support role.
• Excellent organisational and time-management skills, with the ability to multitask effectively.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual collaboration tools.
• Exceptional written and verbal communication skills.
• Attention to detail and a commitment to accuracy.
• Ability to work independently, take initiative, and manage workload effectively in a remote environment.
• Experience with database management and record-keeping.
• A professional and courteous demeanour.
• Adaptability and willingness to learn new systems and processes.
• Previous experience in a remote administrative role is highly desirable.

We are looking for a motivated school leaver to join our team as an Office Administrator. This is an excellent opportunity to gain hands-on work experience and build your career in administration.

Responsibilities:

Organising internal and external meetings and arranging travel bookings.

Handling emails, phone calls, and general office admin tasks.

Supporting purchasing activities and liaising with suppliers and customers.

Assisting colleagues and managers with day-to-day tasks.

Key Skills:

No prior experience required, training will be provided.

Good communication and organisational skills.

Proficiency in Microsoft Office is an advantage.

Reliable, proactive, and eager to learn.

• Managing calendars, scheduling meetings, and coordinating appointments for team members.
• Handling incoming and outgoing correspondence, including emails, phone calls, and mail.
• Organizing and maintaining digital filing systems and databases.
• Preparing documents, reports, and presentations.
• Coordinating travel arrangements and managing expense reports.
• Providing support for virtual team events and meetings.
• Managing office supplies and inventory (for home-based operations).
• Assisting with onboarding processes for new remote employees.
• Liaising with vendors and service providers.
• Implementing and improving administrative processes for efficiency.

• Manage and oversee all general office administrative functions.
• Provide high-level administrative support to senior management, including diary management, travel arrangements, and meeting coordination.
• Handle incoming and outgoing correspondence, emails, and phone calls professionally.
• Develop and maintain efficient filing systems, both physical and digital.
• Order and manage office supplies, stationery, and equipment, ensuring adequate stock levels.
• Coordinate and prepare for meetings, including booking rooms, setting up equipment, and distributing agendas and minutes.
• Assist with onboarding new employees, including preparing documentation and coordinating introductions.
• Liaise with IT support and facilities management to ensure the office environment is well-maintained.
• Manage office budgets and process invoices and expenses.
• Implement and improve administrative processes and procedures for greater efficiency.
• Act as a point of contact for internal and external queries, providing excellent customer service.
• Ensure compliance with company policies and procedures.

• Proven experience (5+ years) as an Office Administrator, Office Manager, or in a similar executive assistant role.
• Excellent organizational and time-management skills, with the ability to prioritize effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Experience in managing office budgets and supplier relationships.
• High level of attention to detail and accuracy.
• Ability to work independently and as part of a team, with a proactive approach.
• Discretion and confidentiality are essential.
• Experience in HR administration or event coordination is a plus.
• Familiarity with (mention specific industry software if applicable, e.g., CRM systems) is an advantage.

• Manage and maintain complex executive calendars and schedules.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare, edit, and proofread documents, presentations, and reports.
• Handle incoming and outgoing correspondence, including emails and phone calls.
• Organise and facilitate meetings, including booking venues, preparing agendas, and taking minutes.
• Manage office supplies, equipment, and facilities maintenance.
• Serve as a primary point of contact for internal and external stakeholders.
• Maintain and update office databases and filing systems.
• Assist with event planning and execution as needed.
• Ensure a high level of confidentiality and discretion in all matters.

• Proven experience as an Office Administrator, Executive Assistant, or in a similar administrative role.
• Excellent organisational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong written and verbal communication skills.
• Ability to multitask and prioritise effectively.
• Discretion and a high level of professionalism.
• Experience with hybrid working models is beneficial.
• Familiarity with the professional services industry is a plus.

• Manage and maintain complex executive calendars, scheduling meetings, appointments, and travel arrangements.
• Coordinate domestic and international travel, including flights, accommodation, visas, and itineraries.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Organize and manage executive meetings, including preparing agendas, taking minutes, and following up on action items.
• Screen and prioritize incoming communications, including emails and phone calls, responding where appropriate.
• Handle confidential information with the utmost discretion.
• Conduct research and prepare reports or presentations as required.
• Manage office supplies and equipment, and liaise with vendors.
• Assist with event planning and coordination.
• Act as a liaison between executives and internal/external stakeholders.
• Handle expense reporting and basic bookkeeping tasks.

• Proven experience as an Executive Assistant or similar high-level administrative role, ideally supporting C-suite executives.
• Excellent organizational, time management, and prioritization skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling/collaboration tools.
• Strong written and verbal communication skills.
• Ability to handle sensitive information with confidentiality and integrity.
• Proactive approach with the ability to anticipate needs and solve problems.
• Professional demeanor and excellent interpersonal skills.
• Experience in the energy sector is a plus.
• High school diploma or equivalent; further qualifications in administration are advantageous.

• Manage and maintain executive calendars, scheduling meetings, appointments, and conference calls.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents.
• Screen and prioritize incoming communications, including emails and phone calls.
• Organize and manage departmental files, both physical and digital.
• Assist with the preparation of meeting agendas, take minutes, and track action items.
• Handle confidential and sensitive information with the utmost discretion.
• Serve as a point of contact for internal and external stakeholders.
• Manage office supplies and coordinate with vendors as needed.
• Perform other administrative duties as assigned to support senior management.

• Proven experience as an Executive Administrative Assistant, Personal Assistant, or similar role supporting senior-level executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other common office software.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.
• Discretion and confidentiality are paramount.
• Ability to work independently and as part of a team.
• Experience with travel booking and expense management is a plus.
• Professional demeanor and excellent interpersonal skills.