Executive Assistant

Office Angels; City of Edinburgh; On-site; GBP 25,000 - 35,000; Full time

Job summary

A respected agency in the UK is seeking an Executive Assistant to support top-level executives in a dynamic environment. The role involves managing schedules, coordinating meetings, and providing comprehensive administrative support to ensure effective teamwork. Ideal candidates are experienced in executive roles with strong communication and organisational skills.

Qualifications

• Previous Executive Assistant/Personal Assistant experience.
• Experience working with Boards.
• Experience drafting and formatting documents.

Responsibilities

• Managing and coordinating the executive diary and scheduling.
• Organising virtual and in-person meetings.
• Coordinating and attending Board meetings.

Skills

Organisational skills

Time management

Effective communication

Adaptability

Attention to detail

Job description

We're seeking an experienced Executive Assistant to join our client's dynamic team. This is an exciting opportunity to work closely with the CEO and Head of Operations, while also collaborating with the wider Operations team to support seamless and efficient teamwork.

Role: Executive Assistant
Location: Midlothian
Salary: 9am - 5pm
Hours: Monday to Friday (fully office based)

Responsibilities

• Managing and coordinating the executive diary and scheduling.


• Organising virtual and in person meetings.


• Coordinating and attending Board meetings, including minute-taking and producing formal records.


• Arranging travel itineraries and accommodation bookings.


• Coordinating catering services for meetings and events.


• Reserving and preparing meeting venues.


• Planning and executing internal and external events.


• Supporting the preparation and distribution of Board documentation.


• Welcoming and assisting visitors to the office.


• Taking detailed notes and tracking actions during high-level meetings.

Operations Support

• Assist the Head of Operations and team with administrative and operational tasks.


• Draft, review, and format various operational documents.


• Maintain and update trackers and upload documents to cloud platforms.


• Take meeting notes and manage action items in project management tools.

Project Management

• Update and manage tasks.


• Draft and format project documentation.


• Coordinate internal and external meetings.

Health & Safety

• Support the creation and review of risk assessments, policies, and COSHH forms.


• Ensure H&S documentation is current and audit-ready.


• Coordinate training and assist with audit preparations.

Human Resources

• Assist with drafting and maintaining HR policies and training records.


• Take verbatim notes during interviews and support onboarding.


• Help manage visas and liaise with external HR providers.

Security

• Monitor site security and support incident response.


• Maintain security-related records.

Finance

• Assist with quotes, purchase orders, invoices, and procurement.

Logistics

• Support sample collection and material dispatch.

What you'll need:

• Previous Executive Assistant/ Personal Assistant experience


• Previous experience working with Boards.


• Experience drafting and formatting documents.


• Experience taking verbatim notes in meetings.


• Good organisational and time management skills.


• Able to work under pressure, prioritise and multitask.


• Effective communication skills (verbal and written).


• Being adaptable to changing priorities.


• Good working knowledge of IT applications


• Keen eye for detail.


• Experienced in note-taking and action-capturing.

This vacancy is being advertised on behalf of Office Angels who are operating as an employment agency. Office Angels are an equal opportunities employer.

To apply, please send your CV and cover letter to [e-mail]. Due to the volume of applications, only shortlisted candidates will be contacted. We look forward to reviewing your application.

**If you are currently registered with Office Angels and interested in this role please contact your consultant directly by email**

Office Angels is an employment agency and business. We are an equal-opportunities employer who puts expertise, energy and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. By showcasing talents, skills and unique experiences in an inclusive environment, we help individuals thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.