Executive Assistant

Oberlanders is an award-winning AJ100 architectural practice with studios across the UK. The practice delivers bespoke design solutions for a wide range of sectors, from small community projects to large-scale masterplans. Oberlanders is known for creating high-quality, innovative designs that meet client aspirations by focusing on collaboration, creativity, and precision. The team is committed to delivering outstanding results by adhering to their core values of Listen Closer, Create Together, Deliver Better.

This is a full-time role for an Executive Assistant, based in Edinburgh. Reporting to the Managing Partner/Deputy Managing Partner, the role will provide high‑level, confidential, and proactive executive administrative support to the wider Partnership team.

The role ensures the effective management of executive workflows, optimises organisational efficiency, and enables strategic priorities to be delivered. Acting as a trusted point of coordination, the EA liaises extensively with internal and external stakeholders, manages complex schedules, and oversees critical governance and administrative processes. This includes working proactively and ahead of time to anticipate individual Partner requirements and ensure these are delivered in a timely and seamless manner.

The role is part of a dynamic business support team, who work together to ensure seamless delivery across all business support functions including administration, finance, marketing, bids and project support.

Key responsibilities include:

• Proactively diary management with strategic understanding of organisational priorities.
• Coordinate all meetings, appointments, and engagements, ensuring thorough preparation and timely briefings with preparation of relevant materials in good time.
• Managing sensitive and confidential communications with discretion, serve as the first point of contact for internal and external enquiries, exercising sound judgement and professionalism.
• Draft, review, and prepare correspondence, reports, presentations, and briefing materials.

• Plan and coordinate meetings, ensuring agendas and papers are produced and distributed on time.
• Attend and minute key meetings, capturing decisions and tracking actions to completion.
• Organise internal and external events, including logistics, venues, catering, travel, and technology requirements.
• Support board‑level governance activities where required.

• Monitor inboxes, prioritising where necessary, file emails to our document management system; respond to emails as required and support effective workflow management.
• Develop and maintain efficient filing systems and document management processes.
• Coordinate travel arrangements, accommodation, and itineraries.
• Assist with project administration, research tasks, and collation of management information.
• Complete monthly expenses for finance.
• Prepare correspondence and other documentation, including presentations, reports and spreadsheets.
• Assisting with Partner social media presence— in conjunction with Marketing Manager.

• Significant experience in a senior Executive Assistant or Personal Assistant role supporting board‑level or C‑suite leaders.
• Exceptional organisational and time‑management skills, with the ability to manage competing priorities under pressure.
• Strong written and verbal communication skills, with high attention to detail.
• Demonstrated discretion in handling confidential and sensitive information.
• Proactive problem‑solver with strong judgement and decision‑making capability.
• Advanced proficiency in Microsoft Office (Outlook, Teams, Word, PowerPoint, Excel) and familiarity with digital collaboration tools.
• Experience coordinating meetings, preparing documentation, and minuting complex discussions.
• Understanding, and experience of, using Linked In.
• Experience working in a professional services or construction environment.
• Project coordination or event management experience.
• Knowledge of governance processes or supporting leadership committees.
• Experience working with…