Executive Assistant

Are you an experienced Executive Assistant or Personal Assistant ready to step into a trusted, high-profile role at the heart of a successful business?

We’re recruiting an accomplished Executive Assistant to provide high-level support to a CEO, acting as a trusted right hand and helping them stay focused on leading and growing the business.

Based in Greenock, Renfrewshire, this is a full-time, permanent, office-based position offering much more than traditional diary management. You’ll take ownership of executive and personal administration, coordinate competing priorities and play a key role in ensuring the wider office runs smoothly.

If you’re highly organised, proactive and confident working closely with senior leaders in a fast-paced environment, this could be an excellent next step in your career.

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 business. 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 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 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.