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For Companies At a Glance
- Tasks: Support the Chairman with diary management, travel planning, and document preparation.
- Company: Join a prestigious Family Office known for its dynamic and entrepreneurial spirit.
- Benefits: Enjoy private health insurance, 35 days holiday, and a flexible 35-hour work week.
- Why this job: Experience a unique role blending personal assistance with business support in a fast-paced environment.
- Qualifications: Minimum two years' experience as an Executive Assistant; strong organisational and communication skills required.
- Other info: Regular UK travel and occasional international trips; must have a full UK driving licence.
The predicted salary is between 36000 - 60000 £ per year.
Hutcheon Mearns are delighted to be supporting a Private Investment client, a highly regarded Family Office, to source an Executive Assistant on a full-time, staff basis. This is an exciting opportunity to support a dynamic and entrepreneurial environment, providing high-level strategic and operational support to the Chairman and Executive Team. Based in Dundee with regular UK travel and occasional international trips, this is not a typical EA position - you'll play a key role in the successful operation of a growing business group, combining personal assistance with business support. It offers a unique opportunity for a professional who thrives in a fast-paced setting, demonstrates discretion, and enjoys variety and responsibility in their work.
The Opportunity
- Executive Support
- Manage the Chairman's complex and demanding diary - meetings, travel, events
- Plan and coordinate high-standard international and domestic travel (charters, visas, currency)
- Screen and respond to calls, emails, and correspondence on behalf of the Chairman
- Draft briefings, reports, presentations, and other key documents
- Take minutes in meetings and follow up on action points
- Support the Head of Finance with light bookkeeping and finance administration
- Oversee and maintain office systems and IT equipment
- Manage SharePoint records, ensuring all data (insurance, vehicles, medical etc.) is accurate
- Liaise with suppliers, contractors, and service providers
- Organise events including corporate dinners, family occasions, and holidays
- Maintain a log of the Chairman's whereabouts and working hours
- Support concierge tasks as needed, ensuring utmost discretion
The Candidate
The ideal candidate will be a highly organised, proactive, and motivated individual with a minimum of two years' experience in an Executive Assistant or PA role, ideally within a Family Office or similarly fast-paced environment. You will possess exceptional time management skills, outstanding attention to detail, and a 'completer-finisher' mindset, taking pride in delivering high-quality work. Discretion and trustworthiness are essential, as you will regularly handle sensitive information and represent the Chairman in both professional and personal matters. Strong communication skills, both written and verbal, are crucial, along with a confident and professional manner when engaging with stakeholders at all levels.
You must be highly proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook), capable of working autonomously, and comfortable managing a dynamic and ever-changing workload. A resilient attitude, practical problem-solving approach, and good sense of humour will serve you well in this diverse role. A full UK driving licence and the right to work in the UK are required, and bookkeeping experience is desirable.
Remuneration & Benefits
- Base Salary: Commensurate with experience
- Private health insurance
- Employer Pension
- 35 hours per week (Monday to Friday)
- 35 days holiday
Next Steps
If you're looking to step into a unique and varied Executive Assistant role, this could be the ideal opportunity for you. To apply, please send a full CV. For a confidential discussion, contact Lynsey Campbell at Hutcheon Mearns. Please note: Only candidates with the right to work in the UK will be considered for this role, as sponsorship is not available.
Contact Detail:
Hutcheon Mearns Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Familiarise yourself with the specific demands of an Executive Assistant role in a Family Office. Research the unique challenges and expectations that come with supporting high-level executives, as this will help you demonstrate your understanding during interviews.
✨Tip Number 2
Network with professionals already working in similar roles or within Family Offices. Attend industry events or connect on platforms like LinkedIn to gain insights and potentially get referrals that could boost your application.
✨Tip Number 3
Showcase your organisational skills by preparing examples of how you've successfully managed complex schedules or projects in the past. Be ready to discuss these experiences in detail during interviews to highlight your suitability for the fast-paced environment.
✨Tip Number 4
Demonstrate your proficiency in Microsoft Office by being prepared to discuss specific tools and features you’ve used effectively. Consider bringing examples of reports or presentations you've created to showcase your skills during the interview process.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience as an Executive Assistant or in a similar role. Emphasise your organisational skills, attention to detail, and any experience with diary management and travel coordination.
Craft a Compelling Cover Letter: Write a cover letter that showcases your understanding of the role and the company. Mention specific examples of how your skills align with the responsibilities outlined in the job description, such as managing complex schedules and handling sensitive information.
Highlight Key Skills: In your application, emphasise your proficiency in Microsoft Office and any bookkeeping experience you have. Mention your strong communication skills and ability to work autonomously in a fast-paced environment.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism, which are crucial for this role.
How to prepare for a job interview at Hutcheon Mearns
✨Showcase Your Organisational Skills
As an Executive Assistant, your ability to manage complex schedules is crucial. Be prepared to discuss specific examples of how you've successfully organised diaries, coordinated travel, or managed multiple tasks simultaneously in previous roles.
✨Demonstrate Discretion and Trustworthiness
Given the sensitive nature of the information you'll handle, it's important to convey your understanding of confidentiality. Share experiences where you maintained discretion and trust while managing sensitive matters for executives.
✨Highlight Your Communication Skills
Strong communication is key in this role. Be ready to provide examples of how you've effectively communicated with stakeholders at various levels, whether through drafting reports, taking minutes, or responding to correspondence on behalf of an executive.
✨Emphasise Your Proactive Approach
In a fast-paced environment, being proactive is essential. Discuss instances where you took the initiative to solve problems or improve processes, showcasing your ability to think ahead and adapt to changing circumstances.
