Executive Assistant / Office Manager

We have a fantastic opportunity for a highly skilled, personable and meticulous Executive Assistant/Office Manager to join our team in Edinburgh. The successful applicant will have a central role in supporting the CEO in delivering success to our fast-moving business.

Responsibilities:

CEO support

• Arrange internal/external meetings as required
• Set agendas, minute take (as required), follow up on action logs with all stakeholders
• Mailbox management for the CEO, responding to emails on their behalf when directed
• Manage personal and business travel as required

Office Management

• Act as first point of contact for head office and field all incoming calls
• Ensure all facilities and maintenance issues are dealt with in a timely manner
• Build good relationships with all supplier contacts
• Work with IT to ensure all staff have the correct equipment to carry out their job
• Managing business suppliers and contracts i.e., cleaners, security, insurances, etc.
• Complete stocktake of office and operational supplies and order when necessary,
• Implementation and development of office policies and processes
• Manage and review Health & Safety and Environmental and Sustainability records and files, ensuring compliance and acting as key contact for audits

Events

• Organise and manage the delivery of customer focused events, corporate hospitality, and staff activities, ensuring materials and equipment are sourced and delivered to timelines

General

• Work with Procurement as needed produce to POs and place orders
• Complete logistics tasks as needed by creating customs invoices and ensuring shipping procedures are followed correctly
• Assist with travel bookings for other members of staff

Requirements

• Proactive attitude
• 3 years+ experience in an Executive Assistant or Office Manager role
• Strong written and verbal communication skills
• Positive, professional and approachable client-facing manner
• Team player who can work independently and within a team
• Microsoft Office skills
• Strong organisational skills

Benefits

• Company pension
• Life insurance
• On-site parking

This position is based onsite.