Buying Administrator and Executive Support

Buying Administrator and Executive Support

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This is an entry-level, office-based position supporting both the Jewellery Buying team and the Executive Assistant to the Board of Directors. It is ideal for someone looking for their first step into a Buying environment, while also providing day-to‑day support at an executive level.

The role is split between:

• 50% Buying Team Support (administrative and coordination tasks)
• 50% Executive Assistant Support (hospitality, organisation, and general administrative duties)

Diary Management experience is required, with a positive attitude, willingness to learn, strong organisational skills and time‑bound driven.

Buying Team Support (50%)

• Assist with general administration tasks for the Buying team.
• Handle product data entry, pricing updates, and item setup.
• Support with sample management, including logging, organising, and returning samples.
• Help prepare simple reports and spreadsheets (sales, stock levels, etc.).
• Organise product information, images and documentation.
• Assist with preparation for product meetings (setting up samples, printing documents).
• Maintain filing systems, product libraries and team organisation.

Executive Support / Office Support (50%)

• Provide day‑to‑day support to the Executive Assistant for Board‑level activities.
• Make tea, coffee and refreshments for directors, guests and meetings.
• Organise lunches and hospitality for visitors.
• Prepare meeting rooms, ensure they are tidy, equipped and ready.
• Assist with basic diary coordination and scheduling support.
• Help print, bind and prepare board packs and documents.
• Handle simple admin duties such as filing, photocopying, scanning, and organising paperwork.
• Run small errands on behalf of the EA or directors when required.
• Maintain confidentiality at all times.

• Strong organisational skills and attention to detail.
• Willingness to support with practical tasks, including hospitality.
• Good communication skills and a helpful, positive attitude.
• Competent in Microsoft Word, Excel and Outlook.
• Reliable, punctual and able to manage multiple small tasks at once.
• Comfortable working in a busy office environment.

• Experience in an office, retail, or customer service environment.
• Interest in Buying, retail, jewellery or fashion.
• Experience in hospitality, front‑of‑house or PA/EA support.

• Friendly, polite and confident dealing with colleagues and visitors.
• Proactive and ready to help wherever needed.
• Eager to learn about Buying and develop new skills.
• Approachable, team‑focused and flexible.
• Professional appearance and manner.

Location:

Glasgow, Scotland, United Kingdom

Employment type:

Full‑time