Executive Assistant / Business Support Partner in Edinburgh

Welcome to Electrify, where our super talented team helps clients across the UK - who share our values - tell extraordinary stories that inspire action. Primarily we work with not-for-profit clients, across charity and public sectors. When we recruit we look for people who live our values - committed, energetic, honest and kind - especially when nobody’s watching.

Our culture is simple but important: we work with people not brands or organisations, when we say we’ll do something, you can be sure we’ll do it, and we love what we do. Wellbeing is key to us, because when our team is motivated, inspired and settled, our clients get the very best out of us. We’ve invested heavily in this area, building an approach in collaboration with the team. You’ll get a wellbeing half-day off every month, an above average holiday entitlement, and there’s a range of proactive support tools available.

This role is primarily office-based, working from our bright, airy HQ in Livingston which was designed by our own team. There may be some flexibility in hybrid working where it suits both the post holder and our own team.

KEY INFORMATION

• Contractual status: Fixed term contract (eight months), 24 hours per week
• Salary: £31,000 pro rata (£18,600 gross)
• Benefits: Profit share bonus (annual), Discretionary personal performance bonus (annual), £32 monthly physical wellbeing payment, £30 towards your mobile phone each month or company mobile, Annual leave - 32 days plus your birthday off (or alternative) - pro-rata, 7.5 half wellbeing days per year - pro-rata, Pension - Employee/employer contribution via Nest
• Office base: 1C Alba Pavilions, Alba Business Park, Livingston, EH54 7HG

ABOUT THE ROLE

This is a new role at Electrify to provide vital support to our directors during a period of transition. Our co-owner Lauren is having a baby in January, which we are all very excited about. As an owner and creative director, she isn’t really replaceable, so some of her responsibilities will be held by Lawrence, and our creative lead Heather. Lauren is a company director, and so she continues to hold legal responsibilities throughout her maternity leave.

Your role will be broad, and you’ll need lots of agility. Part of it will be administration and co-ordination, but that is not the sole purpose of the role. We’re looking for someone who can think and operate dynamically to meaningfully support our work. At this time, the contract is for eight months, based on 24 hours per week. Our preference is that these are worked over four or even five days, but we’re happy to discuss this with whoever we offer the role to.

ROLE PROFILE

Executive Assistant / Business Support Partner

Role focus: Organised, proactive coordination and administrative support that keeps our business running smoothly, freeing the directors to focus on creative and strategic work.

• Manage the directors' diaries and correspondence, ensuring effective scheduling, prioritisation and follow-up; this also includes triaging general enquiries email inbox
• Support the directors in preparing for meetings, and attend key meetings to produce notes and actions on their behalf
• Support the preparation of team meetings, updates and board meetings
• Monitor project progress against milestones, flagging delays and risks to keep delivery on track using our project management system
• Provide co-ordination support for projects such as organisation of locations for film shoots, arranging travel, accommodation or logistics
• Set up new client projects within our systems so they are ready for the team to take forward
• Provide day-to-day finance administration, including purchase orders, supplier bills and client invoicing, for director approval
• Manage the sourcing and ordering of branded and physical items
• Produce and format client-facing documents, reports and presentations, and maintain version control and filing
• Proofread and sense-check written content prior to sign-off
• Review suitability of new business tenders and provide a breakdown to directors that feeds into our pipeline
• Update and manage company policies and our business process document, ensuring consistent, efficient workflows
• Oversee day-to-day office management, including liaison with the property management company and maintaining office supplies

WHAT YOU NEED FOR THE ROLE

• Phenomenally well organised - We believe being organised, great at time management, and good at prioritising is a key enabler of everything we do.
• Attention to detail - You'll be forensic in your approach — accuracy matters, and everything leaving us has to be right.
• Proactive - You'll spot what needs doing before you're asked, take the initiative, and keep things moving without waiting to be chased.
• Problem solver - You'll enjoy working out how to get things done — finding the practical route through, and moving the pieces around to make things work.
• Trustworthy and discreet - You'll handle sensitive information — financial, personal and confidential with complete discretion.
• Clear communicator - You'll take in information quickly, understand what's needed, and respond clearly. Great written English is vital.

OUR VALUES

Our values really matter to us. This is how we work together and with clients. If we invite you to an interview we’ll want to hear how you can live these values.

• Energetic - We work really hard, and go over and above; we don’t settle for solutions that are easy when we believe there are better ways to do things.
• Committed - When stuff needs done, we do it. None of us are afraid of working really hard to make every project a success.
• Honest - Our team are highly experienced, and so we’ll always give you our best advice, challenging you when we feel it’s needed, so we can ensure a brilliant outcome.
• Kind - Without kindness you have nothing. Everything we do should be done with kindness in mind.

HOW TO APPLY

Visit our website at electrify.me.uk/careers to apply. You'll find all the information in the recruitment pack.