Strategic Executive Assistant to the Managing Director

Mackies Aberdeen Dairy Co Ltd; Westertown; On-site; GBP 36,000 - 56,000; Full time

Job summary

Mackies Aberdeen Dairy Co Ltd in Westertown, Scotland, is seeking an Executive Assistant to the Managing Director. The role will manage the MD’s diary, inbox, meetings, travel and priorities, ensuring focus on strategic issues.

You will prepare agendas, papers and reports, coordinate Leadership Team meetings and capture actions, owners and deadlines with professional governance records. Strong MS 365 skills and discretion are essential.

Qualifications

• Significant executive support or senior administrative experience.
• Experience supporting a Managing Director, Executive Team, Leadership Team or Board.
• Excellent written and verbal communication skills.
• Outstanding organisational skills with multi-priority management.
• Ability to engage senior leaders and hold commitments to agreed actions.
• Sound judgement, discretion and confidentiality.
• A proactive, solutions-focused approach and initiative.
• Proficient in MS 365 and AI-enabled tools for admin tasks.

Responsibilities

• Act as a trusted partner to the Managing Director and prioritise needs.
• Manage the MD’s diary, inbox, meetings, travel and competing priorities.
• Review and prioritise requests, ensuring urgent and strategic matters receive attention.
• Prepare agendas, briefings, presentations, reports and professional correspondence.
• Coordinate Leadership Team meetings and distribute papers in advance.
• Attend meetings and relay key messages, with feedback and risks captured.
• Capture decisions, actions, owners and deadlines with records kept.
• Drive accountability and escalate risks to senior leadership as needed.
• Support Board and shareholder meetings with packs, minutes and governance records.
• Coordinate strategic projects, monitor milestones and risks.
• Manage stakeholder interactions, ensuring a professional experience.
• Support adoption of AI tools and digital ways of working.
• Collaborate with admin team while owning executive priorities.

Skills

Executive Assistant experience

Diary management

Stakeholder management

Discretion & confidentiality

MS 365 suite

AI in administration

Agile adaptability

Fast-paced resilience

Education

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Mackies Aberdeen Dairy Co Ltd in Westertown, Scotland, is seeking an Executive Assistant to the Managing Director. The role will manage the MD’s diary, inbox, meetings, travel and priorities, ensuring focus on strategic issues.

You will prepare agendas, papers and reports, coordinate Leadership Team meetings and capture actions, owners and deadlines with professional governance records. Strong MS 365 skills and discretion are essential.