Executive Assistant

Randstad; Glasgow; Hybrid; GBP 30,000 - 40,000; Part time

Job summary

A leading recruitment agency in Glasgow is seeking an experienced Executive Assistant to manage the schedule of senior executives, coordinate meetings, and provide comprehensive administrative support. The ideal candidate has proven experience in high-level administrative roles, strong organisational skills, and a proactive approach to problem-solving. This role offers a hybrid working pattern with a pay rate of £25.00 per hour.

Qualifications

• Proven experience as an Executive Assistant or similar high-level administrative role.
• Experience working with senior leadership in a corporate or professional services setting.
• Background in coordinating cross-functional teams or projects.
• Exposure to handling confidential documents and high-stakes communications.
• Familiarity with travel planning and expense management systems.

Responsibilities

• Manage the executive's schedule and correspondence effectively.
• Organise complex travel arrangements to ensure seamless itineraries.
• Anticipate executive needs and ensure timely completion of tasks.
• Facilitate executive meetings and align on deliverables with teams.
• Support decision-making through analysis and communication.

Skills

Strong organisational and time management abilities

Excellent communication and interpersonal skills

High attention to detail and accuracy

Discretion and professionalism handling sensitive information

Proactive problem-solving and critical thinking

Multitasking in fast-paced environments

Adaptability and calm under pressure

Strong understanding of risk, compliance, and governance frameworks

Competence in Microsoft Office Suite and scheduling tools

Job description

Job title: Executive Assistant

Location: Glasgow (hybrid working pattern)

Contract length: 6 months (potential perm following contract)

Pay rate: £25.00 per hour

Purpose of the role

To manage the executive's schedule, handling correspondence, preparing presentations and reports, and providing other administrative support as needed.

Accountabilities

• Provide high-level administrative support to senior executives, including calendar management, meeting coordination, and prompt response facilitation.
• Organise complex travel arrangements (flights, accommodation, transport) and ensure seamless, efficient itineraries.
• Proactively anticipate executive needs, prioritise tasks, and ensure timely completion of administrative duties such as expense processing, file management, office supplies, leave tracking, and team communications.
• Coordinate and facilitate executive meetings, while partnering with cross-functional teams and departments to align on deliverables and strategic outcomes.
• Influence and support decision-making through analysis, judgement, and communication of complex or sensitive information.
• Take ownership of risk management, policy adherence, and continuous improvement of processes to support operational excellence.
• Act as a key liaison for internal and external stakeholders, fostering relationships across teams and building a strong network within and beyond the organisation.

Skills:

• Strong organisational and time management abilities
• Excellent communication and interpersonal skills
• High attention to detail and accuracy
• Discretion and professionalism handling sensitive information
• Proactive problem-solving and critical thinking
• Multitasking in fast-paced environments
• Adaptability and calm under pressure
• Strong understanding of risk, compliance, and governance frameworks
• Competence in Microsoft Office Suite and scheduling tools (e.g., Outlook, Teams)

Experience:

• Proven experience as an Executive Assistant or similar high-level administrative role
• Experience working with senior leadership in a corporate or professional services setting
• Background in coordinating cross-functional teams or projects
• Exposure to handling confidential documents and high-stakes communications
• Familiarity with travel planning and expense management systems
• Demonstrated experience in supporting decision-making and process improvement