Executive Assistant in Dunfermline

This is a large scale hospitality development in Edinburgh bringing together hospitality, retail, cultural and branded experiences. The role of Executive Assistant sits at the centre of this fast-paced environment, supporting two senior leaders whose portfolios span finance, commercial planning, brand development and strategic delivery.

PURPOSE OF THE ROLE

The Executive Assistant provides high-level, proactive support to the Finance & Commercial Director and Brand Strategy Director, ensuring the smooth and efficient running of their day-to-day activities. This is a traditional Executive Assistant role with responsibility for complex diary management, meeting coordination, correspondence, travel planning, document preparation and administrative support. In addition, the role plays an important coordination function across stakeholders and projects. The postholder will help manage priorities, track actions, support cross-functional communication, and ensure key workstreams and leadership commitments progress in an organised and timely way.

KEY RESPONSIBILITIES

• Executive support
  • Provide proactive and high-quality administrative support to the Finance & Commercial Director and Brand Strategy Director.
  • Manage complex and frequently changing diaries, including scheduling meetings, resolving clashes, and ensuring priorities are reflected appropriately.
  • Coordinate internal and external meetings, including invitations, agendas, briefing papers, room bookings, hospitality and follow-up actions.
  • Support inbox and correspondence management, drafting responses, preparing communications and ensuring timely follow-up.
  • Arrange travel, accommodation and itineraries where required.
  • Prepare presentations, reports, meeting packs and other documents to a high professional standard.
• Diary, meeting and priority management
  • Maintain oversight of both directors’ commitments and ensure diaries align with business priorities, deadlines and project milestones.
  • Anticipate upcoming needs by preparing schedules, briefing materials and reminders in advance of meetings and events.
  • Ensure actions arising from meetings are captured, circulated and followed through to completion.
  • Provide support in managing conflicting demands, protecting executive time and escalating issues where appropriate.
• Stakeholder coordination
  • Act as a professional and credible point of contact for internal and external stakeholders on behalf of both directors.
  • Build and maintain effective working relationships across the leadership team, project teams, consultants, suppliers and external partners.
  • Coordinate meetings and communications across multiple stakeholders, ensuring information is shared clearly and at the right time.
  • Support the directors in managing stakeholder expectations, chasing inputs and maintaining momentum across key initiatives.
• Project coordination
  • Provide coordination support across strategic and operational projects led by the Finance & Commercial Director and Brand Strategy Director.
  • Track key actions, milestones, decisions and dependencies, ensuring project activity is organised and visible.
  • Maintain action logs, project trackers and status updates to support delivery and reporting.
  • Help coordinate cross-functional meetings and follow up on outstanding actions to support progress across workstreams.
  • Support the preparation of papers, updates and presentations for leadership meetings and project governance forums.
• Administration and office management
  • Maintain accurate records, filing systems and document control for key correspondence and project materials.
  • Process expenses, purchase requests or other administrative tasks as required.
  • Ensure confidential information is handled with absolute discretion and professionalism.
  • Contribute to the smooth running of the wider leadership office by identifying improvements to ways of working, planning and coordination.

PERSON SPECIFICATION

Essential

• Proven experience in a traditional Executive Assistant or senior administrative support role, ideally supporting multiple senior stakeholders.
• Excellent diary management, meeting coordination and organisational skills.
• Strong written and verbal communication skills, with the ability to prepare professional correspondence and documents.
• Ability to build credibility with senior stakeholders and manage confidential information with discretion.
• Experience of coordinating projects, tracking actions or supporting cross-functional workstreams.
• Strong attention to detail, sound judgement and the ability to work calmly in a fast-paced environment.
• High level of proficiency in Microsoft Office, including Outlook, Word, PowerPoint and Excel.

Desirable

• Experience supporting directors or executives within a project-led, property, hospitality, brand or commercial environment.
• Previous experience of working across both executive support and project coordination responsibilities.
• Confidence in preparing board or leadership papers, presentations and status reports.