Personal Assistant
Glasgow 2-3 days per week
£290 per day inside IR35
Role Description:
We are seeking a highly organized and proactive Executive Assistant (EA) to provide comprehensive executive-level support to senior leadership. The EA will manage daily operations, coordinate complex schedules, oversee confidential communications, and act as a trusted partner to ensure seamless execution of business priorities. This role requires exceptional judgment, strong communication skills, and the ability to operate in a fast-paced, dynamic environment with competing priorities.
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Key Responsibilities
1. Executive Support & Calendar Management
* Manage complex calendars, meetings, and appointments with proactive conflict resolution.
* Organize internal and external meetings, workshops, and leadership sessions including agenda preparation and documentation.
* Coordinate travel (domestic & international), visas, itineraries, and logistical arrangements.
2. Communication & Correspondence
* Serve as the primary point of contact for senior stakeholders, clients, and internal teams on behalf of the executive.
* Draft, review, and edit high-quality emails, presentations, reports, and executive communication.
* Handle confidential and sensitive information with discretion and professionalism.
3. Meeting & Event Coordination
* Prepare briefing packs, pre-reads, and materials for leadership meetings.
* Attend meetings to capture minutes, actions, decisions, and ensure timely follow-up.
* Assist in organising offsites, town halls, business events, and stakeholder engagements.
4. Operational & Administrative Excellence
* Manage expense reports, invoices, procurement, and budget tracking for the executive office.
* Maintain and streamline processes for document management, record keeping, and governance.
* Coordinate with HR, IT, Facilities, and Finance teams for operational requirements.
5. Stakeholder Management
* Build strong relationships across teams, departments, and external partners.
* Effectively prioritise communication and act as a liaison between executives and key stakeholders.
* Anticipate executive needs and proactively identify issues requiring attention.
6. Business Support & Project Coordination
* Support special strategic or administrative projects assigned by the executive.
* Conduct basic research, prepare summaries, and support decision-making materials.
* Track KPIs, progress updates, and business actions on behalf of leadership.
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Required Skills & Experience
Professional Experience
* 4-10+ years of experience as an Executive Assistant, Personal Assistant, or Business Support Specialist, preferably in corporate, banking, consulting, or technology environments.
* Proven ability to manage multiple senior stakeholders in a matrix organisation.
Technical Skills
* Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
* Experience with collaboration tools (MS Teams, SharePoint, Confluence, Zoom).
* Ability to prepare high-quality presentations, reports, and business documents.
Soft Skills
* Outstanding communication skills (written & verbal).
* High emotional intelligence with strong relationship management.
* Strong organisational, prioritisation, and time management skills.
* Ability to handle sensitive information with absolute confidentiality.
* Calm under pressure with a proactive and solution-oriented mindset.
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