Personal Assistant & Office Facilities Coordinator - #2090338

Company Description Cormack Wealth is a family-run financial planning practice that focuses on delivering clear, jargon-free advice to help clients achieve their life and financial goals. Based in Edinburgh and working with clients across the UK, the firm supports a diverse client base, including business owners, private clients, and sports professionals. The team prioritizes personal relationships, tailoring financial plans to each client’s unique circumstances and providing peace of mind for the present and future. Cormack Wealth is an Appointed Representative of St. James’s Place Wealth Management plc, which is authorised and regulated by the Financial Conduct Authority. The firm combines the care of a family business with the resources and support of a leading UK wealth management group.

Role Description This is a full-time, on-site office based role based in Edinburgh for a Personal Assistant & Office Facilities Coordinator. The role involves providing proactive personal and executive administrative assistance to the Adviser and team members, including managing diaries, scheduling meetings, and preparing documents and meeting packs. The position also oversees day-to-day office facilities, such as coordinating suppliers and maintenance, managing office supplies and equipment, and ensuring a professional, welcoming environment for clients and colleagues. The successful candidate will handle incoming calls and correspondence, support client meeting preparation and follow-up, and maintain accurate records and filing systems. The role requires balancing competing priorities, supporting ad hoc projects, and contributing to smooth office operations and a positive team culture.

Qualifications

• Strong Personal Assistance and Executive Administrative Assistance skills, with experience supporting senior leaders or busy professionals.
• Proficient Diary Management and scheduling abilities, including coordinating meetings, travel, and deadlines across multiple calendars.
• Excellent Communication skills, both written and verbal, with a professional, client-focused approach.
• Solid Clerical Skills, including document preparation, record keeping, filing (digital and physical), and basic data entry.
• Proven experience in office coordination or facilities support, including vendor liaison, supplies management, and office upkeep.
• Strong organisational and time-management skills, with attention to detail and the ability to manage multiple tasks simultaneously.
• Confident user of common office software including Apple Mac, Salesforce, Google Calendar, Microsoft Office (Outlook, Word, One drive, PowerPoint, Excel, Teams), Zoom, Calendly, Mailchimp, Microsoft and Apple Software updates in line with annual Cyber Essential Certification. Willingness to learn new systems and tools.
• Prior experience in financial services, professional services, or a client-facing office environment is an advantage but not essential.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Relevant administrative or business qualification, or equivalent practical experience, is beneficial.