Executive Assistant

RF Rec2Rec; City of Edinburgh; Hybrid; GBP 32,000 - 35,000; Full time

Benefits offered by this job

Performance bonus

Pension

Hybrid working

Job summary

RF Rec2Rec in Edinburgh seeks an Executive Assistant to provide comprehensive support to all five board members. The role requires proactivity, discretion, and exceptional organisational skills in a fast-paced environment.

You will manage diaries, travel, meeting preparation, and document production, while maintaining day-to-day operations and high professional standards. Collaboration with senior stakeholders is essential.

Qualifications

• Previous experience as EA/PA or strong administrative support.
• Excellent organisational skills and attention to detail.
• Confident communicator with senior stakeholders.
• Discretion and trust with sensitive information.
• Proactive, self-motivated, and capable of independent work.
• Experience managing multiple diaries and travel.

Responsibilities

• Manage five board members' diaries and inboxes, coordinating calendars and priorities.
• Coordinate travel arrangements and detailed itineraries.
• Prepare meetings, agendas, pre-reads, and supporting materials.
• Plan and coordinate client entertaining, networking, and team events.
• Handle day-to-day administrative tasks, office operations, and communications.

Skills

Organisational skills

Attention to detail

Communication skills

Discretion

Proactivity

Self-motivation

Calm under pressure

Stakeholder management

Team collaboration

Education

Recent graduate

Tools

Microsoft Office

CRM systems

Job description

This is a perfect opportunity for an outgoing, ambitious, incredibly organised early careers professional to join one of Edinburgh's most respected Executive Search firms as the Executive Assistant to the board. The role is perfect for someone who has previously excelled in a PA, EA or office manager type of role that requires quick thinking, proactivity and exceptional organisational skills.

The ideal candidate will be:

• Confident and able to work closely with very senior people
• Proactive and solution focused
• Outgoing and energetic
• Intuitive - Seek out problems and solve them quickly
• Able to work independently and make fast, informed decisions
• Incredibly well organised, you'll be managing 5 people's diaries and travel
• Detail focused, you will be creating important documents for clients
• Reliable and a perfectionist!

About the Opportunity

We are delighted to be exclusively supporting a highly regarded executive search firm based in Edinburgh in the appointment of a newly created Executive Assistant. This is a pivotal and newly established role due to the continued success of the business, and recent acquisition of another firm.

Our client partners with some of the country's most respected organisations, engaging with Chairs and C-Suite Executives across a wide range of sectors. Built on integrity, discretion, and long-term relationships, they have cultivated a culture that is collaborative, ambitious, and genuinely enjoyable to be part of.

The Role

As Executive Assistant, you will provide comprehensive support to all five board members, acting as a trusted point of coordination across a fast-paced and dynamic environment. This is a broad and varied role that sits at the very centre of the business, offering real visibility and genuine impact from day one.

Your responsibilities will span diary and inbox management, travel and logistics coordination, meeting preparation and follow-up, and event planning and delivery. You will also play a key role in maintaining the smooth running of day-to-day operations, handling a varied mix of administrative and organisational tasks as they arise.

No two days will be the same. You will need to be proactive, resourceful, and comfortable juggling competing priorities all while maintaining the high standards of professionalism and discretion that this business is known for.

Key Responsibilities

• Comprehensive diary and calendar management for five board members, ensuring efficient scheduling and prioritisation
• Coordinating internal and external meetings, including preparation of agendas, pre-reads, and supporting materials
• Managing travel arrangements and detailed itineraries
• Planning and end-to-end coordination of events from client entertaining and networking evenings to internal team days
• Acting as a first point of contact, handling correspondence with professionalism and discretion
• Supporting the production and formatting of business documents and presentations
• Managing office supplies, facilities, and day-to-day administrative processes
• Ad hoc project support and organisational tasks as required across the wider team

Who We're Looking For

A recent graduate with corporate experienced OR an experienced EA or PA in a similar administrative support role. What matters most is that you bring the capability and the character to thrive in this environment.

Above all, we are looking for someone who is:

• Highly organised with exceptional attention to detail, nothing slips through the cracks
• A confident, polished communicator, both written and verbal, comfortable engaging with senior stakeholders
• Discreet, trustworthy, and professional at all times, this role handles sensitive information
• Proactive and self‑motivated, someone who anticipates needs rather than waiting to be directed
• Calm and effective under pressure, with the ability to manage competing priorities in a fast‑paced setting
• Personable and collaborative, this is a close‑knit, values‑driven team and culture fit is important

Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) is essential. Familiarity with CRM systems or similar tools would be a welcome bonus.

What's on Offer

• Base salary up to £35,000 depending on experience
• Performance bonus
• Pension
• A supportive, values‑driven team with a culture built around collaboration, integrity, and fun
• Hybrid working (2 days WFH) central Edinburgh Office

The interview stage is 3 processes, with a flexible start date.

Unfortunately, candidate who require Visa Sponsorship cannot be considered for this opportunity.