Executive Assistant – Office Coordinator

Role Overview

• Manage diaries and calendars for leadership, scheduling meetings and prioritising time effectively
• Coordinate internal and external meetings, including room bookings and logistics
• Support with travel arrangements and itineraries where required
• Assist with general administrative tasks and day-to-day organisation
• Ensure meeting rooms are set up and ready (in-person and virtual)
• Prepare materials and support smooth running of meetings
• Welcome visitors and ensure a professional and friendly experience
• Help coordinate company meetings, team sessions, and occasional events
• Take ownership of the day-to-day running of the office
• Ensure the office is tidy, organised, and running smoothly
• Manage office supplies, stock levels, and ordering
• Act as the first point of contact for office-related issues
• Liaise with office suppliers (cleaning, maintenance, deliveries, etc.)
• Coordinate any repairs or maintenance needs
• Ensure services are delivered reliably and to a professional standard
• Help create a welcoming and positive office environment
• Support team needs within the office on a day-to-day basis
• Assist with small initiatives that improve the workplace experience
• Help improve simple processes where possible
• Maintain basic documentation for office procedures

Requirements

• Previous experience in an administrative, office support, or coordination role in a professional environment
• Strong organisational skills with the ability to manage competing priorities and stay on top of multiple tasks
• High attention to detail with a structured and reliable approach to work
• Confident managing calendars, scheduling meetings, and coordinating logistics
• Strong communication skills with the ability to work effectively across different teams
• A proactive mindset with the confidence to take ownership and solve problems independently
• Comfortable working in a fast-paced, office-based environment where priorities can change
• Solid experience using Microsoft Office, particularly Outlook for diary management and Excel for basic tracking

Benefits

• Flexible, hybrid (3 Days in our Glasgow Office)
• 25 days holiday, plus 5 days Take 5 and 8 bank holidays a year
• 7% employer pension contribution
• Access to comprehensive health and dental plans
• Health assessment
• Worldwide travel insurance