Job Description

About Planner Bee VA Services

Join Planner Bee VA Services as our Senior Administration 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.

In this vital position, you'll play a key role in providing high-level support to our founder, team, and clients, helping us maintain our strong reputation as a trusted partner for purpose-led brands. From mentoring our Admin Assistant and managing client relationships to overseeing inboxes, travel, and proactive client support, you'll have the opportunity to make a real difference for businesses striving to create a positive impact for people and the planet.

Key Responsibilities

Provide high-quality administrative and executive assistant support to Planner Bee VA Services clients, including managing inboxes, diaries, and communications. Build and maintain strong client relationships, ensuring a friendly, responsive, and proactive service. Supervise and mentor our part-time Admin Assistant, providing guidance and support in their role. Support clients with CRM management, including updating records and maintaining accurate client data. Set up, review, and refine efficient administrative systems and processes for both Planner Bee VA Services and our clients. Coordinate and track daily project tasks, ensuring deadlines are met and progress is reported. Manage travel arrangements and logistics for clients and the team, including transport, accommodation, and restaurant bookings. Provide basic financial administration support, such as raising invoices and tracking expenses. Offer broad administrative support to the Planner Bee VA Services team and clients as required.

Knowledge & Experience

At least 2 years' experience in a relevant administrative, PA, or executive assistant role. Confident using Microsoft Suite (SharePoint, Outlook, Word, Excel, PowerPoint) and cloud-based tools. Experience supporting or managing CRM systems and maintaining accurate records. Previous experience setting up or improving admin systems and processes. Comfortable with basic financial admin, such as invoicing and expense tracking, with software such as QuickBooks. Experience communicating directly with clients and building positive relationships. Leadership or mentoring experience, even gained informally, is desirable.

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. Strong organisational skills and attention to detail. Friendly and approachable with a professional demeanour. Proactive and resourceful, able to work independently and take initiative. Exemplary written communication skills, showcasing meticulous attention to detail in spelling and grammar. Supportive and encouraging, with a natural ability to guide, mentor, and bring out the best in others. Enthusiastic about learning, sharing ideas, and finding ways to improve efficiency. Able to manage multiple priorities and meet deadlines in a fast-paced environment. Tech-savvy individual with a keen enthusiasm for learning new software and embracing new tools and platforms, including AI. Comfortable working remotely, with a proactive approach to progressing tasks independently.

Benefits

Salary: 28,000 - 30,000 per annum Remote work: Work from home, with just one in-person team meeting per month in Aberdeen city centre Flexible hours: Some flexibility around your working hours to help you balance work and life Purpose-driven team: Be part of a supportive, friendly, and values-led business, making a positive impact
Job Types: Full-time, Permanent

Pay: 28,000.00-30,000.00 per year

Benefits:

Company events Company pension Free parking On-site parking Work from home
Schedule:

Monday to Friday No weekends
Application question(s):

Do you live in Aberdeen City/ Aberdeenshire?
Experience:

Administrative: 2 years (required)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 24/07/2025