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For Companies At a Glance
- Tasks: Support the Chairman with diary management, travel planning, and correspondence.
- 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 communication and organisational skills required.
- Other info: Regular UK travel and occasional international trips are part of the job.
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
- 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
Operations and 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 faced-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 on 07743 928692.
Please note: Only candidates with the right to work in the UK will be considered for this role, as sponsorship is available.
Executive Assistant employer: Hutcheon Mearns
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 responsibilities of an Executive Assistant in a Family Office setting. Understanding the nuances of managing complex diaries and coordinating travel will help you stand out during discussions.
✨Tip Number 2
Network with professionals already working in similar roles or within Family Offices. Engaging with them can provide insights into the company culture and expectations, which can be invaluable during interviews.
✨Tip Number 3
Demonstrate your proficiency in Microsoft Office by preparing a sample presentation or report that showcases your skills. This practical demonstration can set you apart from other candidates.
✨Tip Number 4
Prepare to discuss scenarios where you've had to exercise discretion and manage sensitive information. Real-life examples will illustrate your trustworthiness and ability to handle the responsibilities of the role.
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 from your past experiences that demonstrate your ability to handle sensitive information and manage a dynamic workload.
Highlight Key Skills: In your application, clearly outline your proficiency in Microsoft Office and any bookkeeping experience you have. Mention your strong communication skills and ability to work autonomously, as these are crucial for the role.
Show Enthusiasm: Convey your excitement about the opportunity to work in a fast-paced environment and support the Chairman and Executive Team. A positive attitude can make a significant difference in your application.
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
Since you'll be handling sensitive information, it's important to convey your understanding of confidentiality. Share experiences where you maintained discretion and built trust with your previous employers or clients.
✨Highlight Your Communication Skills
Strong communication is key for this role. Prepare to discuss how you've effectively communicated with stakeholders at various levels, whether through drafting reports, taking minutes, or managing correspondence on behalf of executives.
✨Prepare for Problem-Solving Scenarios
This position requires a practical problem-solving approach. Think of examples where you've faced challenges in a fast-paced environment and how you resolved them. This will demonstrate your resilience and adaptability.
