Executive Assistant

Family Business United; Greenock; Hybrid; GBP 30,000 - 46,000; Full time

Benefits offered by this job

Competitive salary

28 days' holiday per year

Medical insurance

Company pension scheme

Cycle to work scheme

Opportunity to work at heart of a grow

Job summary

Family Business United is seeking an experienced Executive Assistant to partner with a driven CEO in Greenock. You will take ownership of complex business and personal administration, manage a demanding schedule, and coordinate international travel, while ensuring the office operates smoothly.

The role requires exceptional organisation, proactivity, and discretion in a fast-paced environment. You’ll interact with colleagues, suppliers and senior stakeholders with confidence and professionalism.

Qualifications

• Exceptional organisational and time management skills with meticulous attention to detail.
• Excellent written and verbal communication with ability to build relationships at all levels.
• High level of professionalism and discretion handling confidential information.
• Strong IT capabilities including advanced Excel skills and proficiency in Microsoft 365.
• Comfort using AI tools to improve efficiency and embracing new technology.

Responsibilities

• Manage CEO’s complex diaries, inboxes, calls and correspondence.
• Prepare briefing papers, reports and presentations.
• Organise meetings and Teams calls with minutes and follow-ups.
• Build Excel trackers and use AI tools to streamline drafting and research.
• Coordinate personal appointments, travel and family logistics.

Skills

Organisation

Time management

Communication

Excel

Microsoft 365

AI tools

Discretion

Problem solving

Tools

Microsoft Copilot

ChatGPT

Teams

Job description

Are you an experienced Executive Assistant or Personal Assistant who thrives in a busy, fast-moving environment and knows what it takes to stay one step ahead of a successful entrepreneur?

We’re recruiting an accomplished Executive Assistant to become the trusted right hand to a highly driven CEO and entrepreneur with multiple business and personal commitments. This is a full-on, varied and fast-paced role where no two days will look the same, requiring someone who can confidently manage competing priorities, anticipate what’s needed and keep everything moving behind the scenes.

Based in Greenock, Renfrewshire, this is a full-time, permanent, office-based position that goes far beyond traditional diary management. You’ll take ownership of complex business and personal administration, coordinate a demanding schedule, manage travel and appointments, handle sensitive information and help ensure both the CEO and wider office operate smoothly.

You’ll need to be exceptionally organised, proactive, adaptable and comfortable working at pace, with the confidence to make decisions, solve problems and respond quickly when priorities change.

What you will get in your new role

• Competitive salary, dependent on experience
• 28 days' paid holiday per year
• Medical insurance
• Company pension scheme
• Cycle to work scheme
• Opportunity to work at the heart of a growing international business

Responsibilities in your new role as Executive Assistant

You will take ownership of the CEO’s business and personal administration, ensuring their time, communications, travel and priorities are managed seamlessly so they can remain focused on leading the businesses. Alongside providing high-level executive support, you’ll play an important role in keeping the office organised and running efficiently.

This is a trusted position requiring exceptional judgement, complete discretion and a professional, confident approach when dealing with colleagues, clients, suppliers and senior stakeholders. Your day-to-day responsibilities will include:

• Managing complex diaries, inboxes, calls and correspondence, prioritising commitments.
• Preparing briefing papers, reports and presentations.
• Organising meetings and Teams calls, taking accurate minutes with prompt action follow-ups.
• Building Excel trackers and use AI tools to streamline drafting and research.
• Managing personal appointments, bookings, household and family logistics, renewals and correspondence.
• Arranging domestic and international travel, including flights, visas, accommodation, transport and detailed itineraries in line with company policy.
• Acting as a welcoming first point of contact, oversee day-to-day office operations
• Liaising with landlord and suppliers, process credit card receipts and expense claims
• Assisting with invoice queries and accounts administration.

Your personality, experience and qualifications

We’re looking for an experienced Executive Assistant, Personal Assistant or senior support professional who can confidently manage competing priorities and provide high-level support in a fast-paced, busy environment. You’ll bring:

• Exceptional organisational and time management skills, with meticulous attention to detail and the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills, with a natural ability to build strong relationships with people at all levels.
• A high level of professionalism and complete discretion when handling confidential or sensitive information.
• Strong IT capabilities, including advanced Microsoft Excel skills across formulas, data management and reporting, alongside proficiency in Microsoft 365.
• Confidence using AI tools such as Microsoft Copilot or ChatGPT to improve efficiency, with a genuine interest in embracing new technology.
• A proactive and adaptable approach, with the confidence to use your initiative and anticipate what needs to be done in a busy, entrepreneurial environment.

It would be advantageous if you also have:

• Previous experience supporting a CEO, Director or senior executive, including assisting with personal matters where required.
• Experience coordinating international travel, visas and complex itineraries, or overseeing office and facilities requirements.
• Familiarity with expenses, invoice processing and general accounts administration.