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Skylark 349 NX Laser on workbench.webp

Executive Assistant / Office Manager

We have an opportunity for a highly skilled, personable, meticulous, and self-sufficient Executive Assistant/Office Manager. The successful applicant will have a central role in supporting the CEO in delivering success to our fast-moving business. This role is a permanent, full time position based on-site at our offices in Edinburgh.

Job description

Our company is rapidly growing, with a culture based on teamwork, curiosity and innovation. You’ll be based full time at our Edinburgh offices.

We are looking for problem-solvers and team players who are open to new challenges on a day-to-day basis.

Responsibilities

CEO support

  • Arrange internal/external meetings as required

  • Set agendas, minute take (as required), follow up on action logs with all stakeholders

  • Mailbox management for the CEO, responding to emails on their behalf when directed

  • Manage personal and business travel as required


Office Management

  • Act as first point of contact for head office and field all incoming calls

  • Ensure all facilities and maintenance issues are dealt with in a timely manner

  • Build good relationships with all supplier contacts

  • Work with IT to ensure all staff have the correct equipment to carry out their job

  • Managing business suppliers and contracts i.e., cleaners, security, insurances, etc.

  • Complete stocktake of office and operational supplies and order when necessary,

  • Implementation and development of office policies and processes

  • Manage and review Health & Safety and Environmental and Sustainability records and files, ensuring compliance and acting as key contact for audits


Events

  • Organise and manage the delivery of customer focused events, corporate hospitality, and staff activities, ensuring materials and equipment are sourced and delivered to timelines


General

  • Work with Procurement as needed produce to POs and place orders

  • Complete logistics tasks as needed by creating customs invoices and ensuring shipping procedures are followed correctly

  • Assist with travel bookings for other members of staff as required

Qualifications and experience

Essential

  • Proactive attitude

  • 3 years+ experience in an Executive Assistant or Office Manager role

  • Strong written and verbal communication skills

  • Positive, professional and approachable client-facing manner

  • Team player who can work independently and within a team

  • Microsoft Office skills

  • Strong organisational skills

  • Right to work full time permanently in the United Kingdom

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