Executive Assistant / Business Support Partner

Electrify; City of Edinburgh; Hybrid; GBP 18,000 - 23,000; Part time

Benefits offered by this job

Profit share bonus (annual)

Discretionary personal performance bon

£32 monthly physical wellbeing payment

£30 towards your mobile phone each月

Job summary

Electrify in Livingston is looking for an Executive Assistant / Business Support Partner to provide vital support to our directors during a period of transition. With co-owner Lauren on maternity leave, the role will cover some of her responsibilities and support Lawrence and the wider team, offering the flexibility of hybrid working and a 24-hour week.

You'll manage diaries, co-ordinate meetings, handle admin and light finance tasks, and help keep projects moving while we maintain our high

Qualifications

• Phenomenally well organised and able to prioritise effectively.
• Excellent attention to detail and accuracy in all tasks.
• Proactive mindset with ability to anticipate needs.
• Strong problem solving and decision making.
• Trustworthy with confidential information.
• Clear written and verbal English communication.

Responsibilities

• Manage the directors' diaries and correspondence with priority and follow-up.
• Support meeting preparation and attend key meetings to capture notes and actions (AI included).
• Coordinate team meetings, updates and board meetings.
• Monitor project progress and flag delays or risks using project tools.
• Coordinate project logistics such as travel, locations and accommodations.
• Prepare client projects in systems for team readiness.
• Handle day-to-day finance admin: POs, supplier bills, client invoicing.
• Source and order branded/physical items.
• Produce client-facing documents and maintain version control.
• Review new business tenders and provide summaries to directors.
• Update company policies and business process documents.

Skills

Organised

Attention to detail

Proactive

Problem solving

Trustworthy

Clear communication

Job description

HELLO THERE!

Welcome to Electrify, where our super talented team helps clients across the UK - who share our values - tell extraordinary stories that inspire action.

Primarily we work with not-for-profit clients, across charity and public sectors.

When we recruit we look for people who live our values - committed , energetic , honest and kind - especially when nobody’s watching.

Our culture is simple but important: we work with people not brands or organisations, when we say we’ll do something, you can be surewe’ll do it , and we love what we do .

Wellbeing is key to us, because when our team is motivated, inspired and settled, our clients get the very best out of us.

We’ve invested heavily in this area, building an approach in collaboration with the team. You’ll get a wellbeing half-day off every month, an above average holiday entitlement, and there’s a range of proactive support tools available.

The thing is, we want to be the best employer.We share profit on an open book P&L, offer a second performance bonus and review salaries proactively.

You’ll also know exactly what our directors earn; and we’re committed that this won’t be more than three times the lowest paid colleague.

We’re Living Wage accredited, although in practice nobody is paid anywhere near as low as the living wage. We are signatories to the Scottish Business Pledge and have been accredited onto the Scottish Government's Young Person's Guarantee programme.

This role is primarily office-based, working from our bright, airy HQ in Livingston which was designed by our own team. There may be some flexibility in hybrid working where it suits both the post holder and our own team.

Before you decide whether to apply, here are some key links which will be helpful to review:

• Read our latest credentials book - click here
• View our latest showreel - click here
• Watch our guide to how we work - click here
• Visit our YouTube channel

KEY INFORMATION

Role: Executive Assistant / Business Support Partner

Reports to: Managing Director / Creative Director

Contractual status: Fix term contract (eight months), 24 hours per week

• Profit share bonus (annual)
• Discretionary personal performance bonus (annual)
• £32 monthly physical wellbeing payment
• £30 towards your mobile phone each month or company mobile
• Annual leave- 32 days plus your birthday off (or alternative) - pro-rata
• 7.5 half wellbeing days per year - pro-rata
• Wider wellbeing approach includes provision of specialist counselling services
• Pension - Employee/employer contribution via Nest

Office base: 1C Alba Pavilions, Alba Business Park, Livingston, EH54 7HG

ABOUT THE ROLE

This is a new role at Electrify to provide vital support to our directors during a period of transition.

Our co-owner Lauren is having a baby in January, which we are all very excited about.

As an owner and creative director, she isn’t really replaceable, so some of her responsibilities will be held by Lawrence, and our creative lead Heather.

Lauren is a company director, and so she continues to hold legal responsibilities throughout her maternity leave.

The plan is that Lauren will be out of the business for 12 weeks after she gives birth.

She then intends to begin a gradual return (mainly remotely) from 13-24 weeks, working specifically on a new project.

From 25 weeks onwards Lauren will return to the office, building up to a FTE role in the autumn.

This role is to help us fill in the gaps, to support both Lawrence & Lauren and the wider team during this period to keep all of us moving forward.

We’re aiming for the postholder to join us in November to get a couple of months to work with both Lawrence & Lauren, so we can establish a collective rhythm.

The thing most people talk about when you ask them about Electrify? The culture - and our values.

And when we say values, we don’t mean a vinyl on the wall of some bland corporate office. We live them every day; it’s how we recruit too.

So yes, Electrify is a brilliant place to work. We work incredibly hard, but the environment is supportive, and the talent around you will make you sit up.

And we’re connected, we enjoy each others’ company. Frankly, it’s a bit fun!

Our reputation is outstanding, and we work across some incredibly powerful projects.

Some of our clients right now include Suicide Prevention Scotland, Simon Community Scotland, HCPT, Age Scotland, Children First, Held In Our Hearts, LinkLiving, Amma Birth Companions, and Routes to Work.

We’re continuing to look at new ways to work, embracing new technologies too.

A new AI policy is being developed as we start to understand where it can (and cannot) add value to our work.

And we continue to invest in tech both equipment and platforms.

Your role will be broad, and you’ll need lots of agility. Part of it will be administration and co-ordination, but that is not the sole purpose of the role.

We’re looking for someone who can think and operate dynamically to meaningfully support our work.

At this time, the contract is for eight months, based on 24 hours per week.

Our preference is that these are worked over four or even five days, but we’re happy to discuss this with whoever we offer the role to.

As this is a temporary contract, and a new role we recognise the need for all of us to be open-minded and flexible.

ROLE PROFILE

Executive Assistant / Business Support Partner

Role focus: Organised, proactive coordination and administrative support that keeps our business running smoothly, freeing the directors to focus on creative and strategic work.

• Manage the directors' diaries and correspondence, ensuring effective scheduling, prioritisation and follow-up; this also includes triaging general enquiries email inbox
• Support the directors in preparing for meetings, and attend key meetings to produce notes and actions on their behalf (includes use of AI)
• Support the preparation of team meetings, updates and board meetings
• Monitor project progress against milestones, flagging delays and risks to keep delivery on track using our project management system Teamwork
• Provide co-ordination support for projects such as organisation of locations for film shoots, arranging travel, accommodation or logistics
• Set up new client projects within our systems so they are ready for the team to take forward
• Provide day-to-day finance administration, including purchase orders, supplier bills and client invoicing, for director approval
• Manage the sourcing and ordering of branded and physical items
• Produce and format client-facing documents, reports and presentations, and maintain version control and filing
• Proofread and sense-check written content prior to sign-off
• Review suitability of new business tenders and provide a breakdown to directors that feeds into our pipeline
• Update and manage company policies and our business process document, ensuring consistent, efficient workflows
• Oversee day-to-day office management, including liaison with the property management company and maintaining office supplies

This role may require other activities as required by the company from time to time.

WHAT YOU NEED FOR THE ROLE

Phenomenally well organised - We believe being organised, great at time management, and good at prioritising is a key enabler of everything we do. Being organised is vital to us

Attention to detail - You'll be forensic in your approach — accuracy matters, and everything leaving us has to be right

Proactive - You'll spot what needs doing before you're asked, take the initiative, and keep things moving without waiting to be chased

Problem solver - You'll enjoy working out how to get things done — finding the practical route through, and moving the pieces around to make things work

Trustworthy and discreet - You'll handle sensitive information — financial, personal and confidential with complete discretion, and people will know they can rely on you

Clear communicator - You'll take in information quickly, understand what's needed, and respond clearly. Great written English is vital

OUR VALUES

Our values really matter to us. This is how we work together and with clients. If we invite you to an interview we’ll want to hear how you can live these values.

Energetic - We work really hard, and go over and above; we don’t settle for solutions that are easy when we believe there are better ways to do things

Committed -When stuff needs done, we do it. None of us are afraid of working really hard to make every project a success. This is a place where sleeves are rolled up

Honest - Our team are highly experienced, and so we’ll always give you our best advice, challenging you when we feel it’s needed, so we can ensure a brilliant outcome

Kind - Without kindness you have nothing. Everything we do should be done with kindness in mind and so we’re sure that you’ll see that when you work with us!