Personal Assistant Job Glasgow area,Scotland UK,Administrative/Clerical

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.

Key Responsibilities

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.

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.

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.

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.

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.

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.

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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