Executive Assistant in Edinburgh

We’re Dayshape—an award-winning software scale-up with big ambitions and the momentum to match. Trusted by Big Four and many other top professional services firms globally, our AI-powered resource management platform is helping organisations to achieve extraordinary results.

Our platform stands apart as the only solution that combines advanced AI, real-time project financials, and firm-wide insights to elevate resource management to a strategic function. By driving profitable growth, powering confident decisions, and ensuring satisfied clients and teams—we're helping our customers build strong organisations and careers for the long term.

At Dayshape, our purpose is to improve people's working lives, and our culture is an important driving force in helping us to do just that. We’re a friendly, inclusive, and ambitious team—driven by our values and a shared commitment to success. If you’re ready to join a fast-growing, high-impact company that’s reimagining resource management, then let’s talk.

We are seeking a highly organised and proactive Executive Assistant to support our CEO and Co-Founder in a fast-paced SaaS environment. This role blends traditional executive support with some modern operational responsibilities, ensuring the CEO can focus on strategic priorities while maintaining smooth day-to-day operations.

What you’ll do:

• Extensive Diary & Calendar Management: Coordinate and manage complex international schedules, meetings, and domestic and international travel arrangements.
• Email & Communication Management: Screen, prioritise, and respond to emails on behalf of the CEO/Co-Founder; draft correspondence as needed.
• Meeting Preparation: Prepare agendas, briefing documents, board papers and presentations; take minutes and follow up on action items for Board meetings, Leadership meetings and offsites.
• Travel Coordination: Organise domestic and international travel, including itineraries, accommodations, and logistics (via Perk).
• Project Support: Assist with special projects, research, and data gathering for strategic initiatives.
• Stakeholder Liaison: Act as the first point of contact for internal and external stakeholders; maintain professionalism and confidentiality.
• Ad-hoc project work including preparation of briefing materials, slide decks, and reports as required.
• Event Coordination: Organise company annual strategy kick off, board meetings, leadership offsites and other ad-hoc events as required.
• Manage administrative duties for the CEO including assisting with the preparation of commercial documentation, contracts, budget management and expense management through Payhawk.
• Technology & SaaS Tools: Utilise productivity tools (e.g., Slack) to streamline workflows.
• Confidentiality & Discretion: Manage sensitive information with the highest level of integrity.

About you:

• Proven experience as an Executive Assistant or similar role supporting C-suite executives.
• Exceptional organisational and time-management skills.
• Experience working with stakeholders across all levels of the company and external stakeholders, such as investors.
• Strong written and verbal communication and the ability to produce high quality written work independently.
• Proficiency in Microsoft Office and familiarity with SaaS tools (Slack, Teams).
• Ability to manage multiple priorities in a fast-paced environment.
• A bias for action, with demonstrable experience proactively taking initiative to improve systems and processes.
• High level of discretion and confidentiality.
• Strong interpersonal skills and professional demeanour.
• Ability to anticipate needs and act proactively.
• Detail-oriented and resourceful.
• Calm under pressure and adaptable to change.
• Positive, can-do attitude with a collaborative mindset.

Bonus points if you have:

• Experience in a SaaS environment.
• Knowledge of project management tools and CRM systems.

What you’ll get:

• Starting salary between £35,000 and £40,000, dependent on experience.
• At least £1,000 per year to spend on professional and personal development.
• 33 days' holiday per year.