Executive Assistant

JR United Kingdom; Glasgow; On-site; GBP 25,000 - 45,000; Full time

Job summary

An established industry player is seeking a proactive Personal Assistant to support its executive team. In this vital role, you will manage schedules, handle communications, and assist with project coordination to enhance operational efficiency. Your organizational skills will be key in maintaining a structured workplace, while your attention to detail will help ensure seamless operations. Join a dedicated team that values improvement and excellence, and contribute to a dynamic work environment where your efforts will make a significant impact.

Qualifications

• Proven experience in a similar administrative role is essential.
• Strong organizational and multitasking skills are required.

Responsibilities

• Manage calendars, schedule meetings, and arrange travel for executives.
• Handle communication and correspondence on behalf of the executives.

Skills

Organizational Skills

Communication Skills

Multitasking

Discretion

Project Coordination

Education

Experience as Personal Assistant

Experience in Administrative Role

Tools

Microsoft Office Suite

CRM Systems

Job description

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As a Personal Assistant, you will play a vital role in supporting the executive team by managing administrative, planning, and project management tasks. Your primary responsibility is to alleviate the workload on the Director and COO, allowing them to focus on strategic decision-making, business growth, and leadership.

Why Join Us?

At Staffscanner, we care about making a difference. Our team is composed of experts in the healthcare sector who bring experience and dedication. We welcome individuals who are proactive, detail-oriented, and motivated to contribute to a dynamic work environment. We take pride in our roles, continually striving for improvement, and maintaining excellence in everything we do.

Key Responsibilities

• Calendar and Schedule Management: Manage the Director’s and COO’s calendars, schedule appointments, meetings, and conferences, and coordinate with internal and external stakeholders to optimize schedules.
• Travel Arrangements: Arrange travel, including booking flights, accommodations, ground transportation, and preparing itineraries, ensuring cost-effectiveness and alignment with preferences.
• Communication and Correspondence: Handle incoming emails, phone calls, and written communications on behalf of executives. Prioritize messages, draft responses, and ensure timely communication.
• Meeting Support: Assist with meeting preparations, including scheduling, agenda creation, document preparation, and minute-taking. Follow up on action items to ensure productivity.
• Information Management: Organize and manage sensitive and confidential information, maintaining files, databases, and records securely.
• Research and Analysis: Conduct research, gather data, and prepare reports or presentations on various topics, summarizing findings and providing recommendations.
• Project Coordination: Assist with project management by tracking progress, meeting deadlines, and facilitating communication among team members.
• Relationship Management: Maintain positive relationships with internal and external stakeholders, including clients, board members, senior leaders, and employees.
• Administrative Support: Handle administrative tasks such as expense management, invoice processing, preparing presentations, and managing office logistics.

Your Contribution

Your role is essential in driving efficiency and success within the company by supporting executive leadership, managing key administrative functions, and ensuring smooth operations. Your attention to detail and organizational skills will contribute to maintaining a structured and productive workplace.

Experience / Qualifications

• Proven experience as a Personal Assistant, Executive Assistant, or similar administrative role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite and other relevant software.
• Experience in project coordination and planning.
• Familiarity with CRM systems and office management tools.