Executive Assistant to CEO in Edinburgh

At CreateFuture, we exist to unleash the potential in our colleagues, our clients, and our communities. We’re reshaping consulting by embedding AI into everything we do — helping our people focus on meaningful relationships, smarter work, and lasting impact. As we grow towards our vision of creating £1bn of value in the UK economy, the Executive Assistant plays a central role in ensuring our leadership can operate with focus, clarity, and momentum.

CreateFuture is a fast-moving digital transformation and software engineering consultancy with a bold ambition - and the CEO’s time is his most valuable asset. We’re looking for an Executive Assistant who doesn’t just keep up with that pace, but helps sustain and amplify it. This is not a traditional EA role. You’ll be the CEO’s strategic partner - providing trusted support, foresight and structure that keeps him focused on what matters most. You’ll bring calm to complexity, clarity to ambiguity and rhythm to the CEO’s week. It’s a role for someone who thrives at pace, reads between the lines, and takes pride in creating momentum and impact through execution and organisation.

Role & Responsibilities

• Own the CEO’s Schedule and Priorities
  • Manage the CEO’s calendar, ensuring every meeting and commitment aligns to top priorities.
  • Protect and optimise his time - eliminating noise, anticipating needs, and creating space to think.
  • Ensure every meeting has purpose, prep, and follow-up; keep outcomes moving across the exec team.
  • Run an efficient operating rhythm - from board meetings to weekly exec sessions.
  • Lead all aspects of board coordination: prepare and distribute board packs in collaboration with business stakeholders; manage all on‑day logistics; take minutes and capture decisions and actions clearly; track and ensure follow‑up between meetings.
• Inbox and Communication Coordination
  • Take ownership of the CEO’s inbox: filter, prioritise, and manage incoming communication with judgment and discretion.
  • Draft or respond to messages where appropriate, ensuring tone and context are aligned with the CEO.
  • Identify next best actions, follow‑ups, and strategic priorities buried in email and Slack threads — and move them forward.
• Preparation, Follow-Through, and Execution
  • Anticipate what’s needed ahead of meetings or decisions - ensuring the CEO always has the right context and materials.
  • Capture and circulate actions within 24–48 hours, then track progress to completion.
  • Maintain accurate records of key relationships, meetings, and next steps - helping the CEO manage his network proactively and intentionally.
• Operational and Logistical Excellence
  • Understand the CEO’s preferences in order to coordinate travel, logistics, and expenses with precision and pace.
  • Create seamless experiences across internal and external touchpoints - from board packs to client visits.
  • Handle sensitive information with absolute discretion and integrity.
• Leverage Technology and AI
  • Use tools like Google Workspace, Slack, and AI assistants to streamline processes and save time.
  • Continuously look for smarter, faster ways of working that help the CEO focus on leadership, strategy, and growth.

Skills & Experience

• You’re a trusted, highly organised operator- calm under pressure, obsessive about detail, and motivated by making others more effective. You don’t just follow instructions; you anticipate needs and act.
• You think several steps ahead, anticipating issues before they arise.
• You bring clarity to ambiguous situations and thrive in a fast-moving environment.
• You’re proactive, unflappable, and influential.
• You take full ownership of your work, with exceptional follow-through and accountability.
• You understand how to read the CEO and the business - knowing when to advise, when to protect, and when to act independently.
• You maintain discretion and emotional intelligence in every interaction.
• You’re fluent in modern tools and technology, and excited by AI’s potential to make work smarter.
• You have 5+ years’ experience supporting a senior leader or founder, ideally within a tech, consultancy, or scale-up environment.

What Great Looks Like

• The CEO’s week runs seamlessly - the right meetings, in the right order, at the right time.
• His inbox and calendar feel clear, prioritised, and under control.
• Follow-ups and decisions are actioned without reminders.
• The CEO walks into every meeting prepared, and leaves knowing what happens next.
• The executive team feels aligned and connected, even when the CEO isn’t in the room.
• The CEO feels one step ahead, in rhythm, and with time to breathe.

Why This Role Matters

CreateFuture is growing fast. This role will sit at the centre of that growth - giving the CEO the structure, rhythm, and support to lead at his best. You’ll learn the inner workings of a dynamic, scaling business, work closely with the leadership team, and have a front‑row seat to strategic decision‑making. This is an opportunity to make a tangible impact - not just on one person’s time, but on the success of the entire company.