Secretary

Job Description

The Distribution team brings together Business Development and Marketing support for the DACH region. The team coordinates client activity, meetings, travel and communications so colleagues can focus on strong relationships and effective market engagement. You will work collaboratively across the team, using accurate data and thoughtful planning to keep activity moving. By helping colleagues respond promptly and stay organised, the department supports Aberdeen’s purpose to enable our clients to be better investors.

About the Role

You will contribute to the smooth day-to-day running of Business Development and Marketing DACH. This support-level role combines administration, client coordination, diary management, systems maintenance, travel planning and expense processing across UK and overseas activity. You will make an impact by anticipating requirements, keeping client information accurate and ensuring meetings, presentations and documents are ready at the right time. The variety of the role offers broad exposure to Distribution activity, opportunities to strengthen your product knowledge and the chance to invest in your tomorrow through practical learning and collaboration. You will work closely with managers and colleagues while handling reactive client requests with professionalism and attention to detail.

Key Responsibilities:

• Coordinate diaries, client meetings, presentations and supporting documents, including UK and overseas schedules, so activity is organised accurately and on time.
• Book travel and accommodation from team itineraries, allowing realistic travel time between meetings, controlling costs and processing departmental expenses, particularly client lunches.
• Maintain accurate client details and invitation lists across Salesforce, Excel and Microsoft Word, and produce email and postal mail merges for UK and European audiences.
• Provide responsive day-to-day support to the Distribution team, including handling reactive client calls, assisting managers, distributing post and completing associated administration.
• Support local regulatory Real Estate reporting as a backup and use Concur, Oracle and Aprimo to help maintain effective team processes.
• Build product and market knowledge through in-house seminars and apply that learning to improve the quality of team and client support.

About the Candidate:

• Strong organisational skills, with the ability to plan ahead, manage competing priorities and deliver accurate work to deadlines.
• Clear written and verbal communication skills, with confidence supporting clients, managers and colleagues across different locations.
• A collaborative approach and effective interpersonal skills, including the ability to persuade or influence constructively when coordinating activity.
• High attention to detail when maintaining client data, preparing meeting materials, processing expenses and arranging complex travel.
• Working knowledge of Salesforce and Microsoft Office, particularly Excel and Word, with the confidence to learn systems such as Concur, Oracle and Aprimo.
• Drive for results, sound presentation skills and an interest in developing product, market and Aberdeen knowledge.

Our business

Enabling our clients to be better investors drives everything we do. Our business is structured around three distinct areas – our vectors of growth – focused on our clients’ changing needs. You can find out more about what we do here.

An Inclusive Way of Working

Whatever way you like to work, if you have the talent and commitment to join our team, we’d like to hear from you. At Aberdeen we’ve adopted a ‘blended working’ approach. This approach combines the benefits of face-to-face collaboration, coaching and connecting in our offices with the flexibility of working from home. It enables colleagues to find a balance that works for their roles, their teams, our clients and our business.

An inclusive culture, where diverse perspectives drive our actions, is at the core of who we are and what we do. If you need assistance with your application, or a reasonable adjustment to your interview arrangements – for example, because you are neurodivergent, or have a physical, sensory, cognitive, mental, visible or invisible disability – please let us know and we’ll be happy

We’re committed to providing an inclusive workplace where all forms of difference are valued and which is free from any form of unfair or unlawful treatment.  We define diversity in its broadest sense – this includes but is not limited to our diversity of educational and professional backgrounds, experience, cognitive and neurodiversity, age, gender, gender identity, sexual orientation, disability, religion or belief and ethnicity and geographical provenance.  We support a culture that values meritocracy, fairness and transparency and welcomes enquiries from everyone.

If you need assistance or an adjustment due to a disability please let us know as part of your application and we will assist.