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- Tasks: Provide high-level executive support and manage complex schedules for the leadership team.
- Company: Join an award-winning architectural practice known for innovative design solutions.
- Benefits: Enjoy 35 days holiday, competitive salary, and a supportive work environment.
- Why this job: Be a key player in a dynamic team, enhancing organisational efficiency and collaboration.
- Qualifications: Experience as an Executive Assistant with strong organisational and communication skills.
- Other info: Opportunity to work in a creative environment with excellent career growth potential.
The predicted salary is between 36000 - 60000 £ per year.
Oberlanders is an award-winning AJ100 architectural practice with studios across the UK. The practice delivers bespoke design solutions for a wide range of sectors, from small community projects to large-scale masterplans. Oberlanders is known for creating high-quality, innovative designs that meet client aspirations by focusing on collaboration, creativity, and precision. The team is committed to delivering outstanding results by adhering to their core values of Listen Closer, Create Together, Deliver Better.
This is a full-time role for an Executive Assistant, based in Edinburgh. Reporting to the Managing Partner/Deputy Managing Partner, the role will provide high-level, confidential, and proactive executive administrative support to the wider Partnership team. The role ensures the effective management of executive workflows, optimises organisational efficiency, and enables strategic priorities to be delivered. Acting as a trusted point of coordination, the EA liaises extensively with internal and external stakeholders, manages complex schedules, and oversees critical governance and administrative processes. This includes working proactively and ahead of time to anticipate individual Partner requirements and ensure these are delivered in a timely and seamless manner.
Key Responsibilities
- Proactively manage diaries with a strategic understanding of organisational priorities.
- Coordinate all meetings, appointments, and engagements, ensuring thorough preparation and timely briefings with relevant materials.
- Manage sensitive and confidential communications with discretion, serving as the first point of contact for internal and external enquiries.
- Draft, review, and prepare correspondence, reports, presentations, and briefing materials.
- Plan and coordinate meetings, ensuring agendas and papers are produced and distributed on time.
- Attend and minute key meetings, capturing decisions and tracking actions to completion.
- Organise internal and external events, including logistics, venues, catering, travel, and technology requirements.
- Support board-level governance activities where required.
- Monitor inboxes, prioritising where necessary, and support effective workflow management.
- Develop and maintain efficient filing systems and document management processes.
- Coordinate travel arrangements, accommodation, and itineraries.
- Assist with project administration, research tasks, and collation of management information.
- Complete monthly expenses for finance.
- Prepare correspondence and other documentation, including presentations, reports, and spreadsheets.
- Assist with Partner social media presence in conjunction with the Marketing Manager.
Qualifications, Skills & Experience
- Significant experience in a senior Executive Assistant or Personal Assistant role supporting board-level or C-suite leaders.
- Exceptional organisational and time-management skills, with the ability to manage competing priorities under pressure.
- Strong written and verbal communication skills, with high attention to detail.
- Demonstrated discretion in handling confidential and sensitive information.
- Proactive problem-solver with strong judgement and decision-making capability.
- Advanced proficiency in Microsoft Office (Outlook, Teams, Word, PowerPoint, Excel) and familiarity with digital collaboration tools.
- Experience coordinating meetings, preparing documentation, and minuting complex discussions.
- Understanding and experience of using LinkedIn.
- Experience working in a professional services or construction environment.
- Project coordination or event management experience.
- Knowledge of governance processes or supporting leadership committees.
- Experience working with design software such as InDesign.
- Experience of using AI/emerging technologies to improve workflows.
Personal Attributes
- Professional, calm, and composed under pressure.
- Highly reliable with strong integrity and a commitment to excellence.
- Positive, solutions-focused mindset with a willingness to take initiative.
- Strong interpersonal skills and the ability to influence and collaborate effectively.
- Flexible and adaptable, with the ability to manage evolving priorities.
Working Relationships
- Internal: Managing Partner, Deputy Managing Partner, Partners, Senior Management Team, wider Oberlanders’ team
- External: Clients, consultants, collaborators, industry bodies, and stakeholders including non-executive Board appointments held by Partners outwith the company
A full-time role, salary will be commensurate with experience. As an Oberlanders employee you will receive a holiday allowance of 35 days, including...
Executive Assistant in Edinburgh employer: Oberlanders Architects
Contact Detail:
Oberlanders Architects Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant in Edinburgh
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect with current employees at Oberlanders. A friendly chat can sometimes lead to opportunities that aren’t even advertised!
✨Tip Number 2
Prepare for interviews by researching the company culture and values. Oberlanders values collaboration and creativity, so think of examples from your past experiences that showcase these traits. We want to see how you fit into their dynamic team!
✨Tip Number 3
Practice your communication skills! As an Executive Assistant, you'll need to manage sensitive information and liaise with various stakeholders. Role-play common scenarios with a friend to boost your confidence.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re genuinely interested in being part of the Oberlanders team.
We think you need these skills to ace Executive Assistant in Edinburgh
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Executive Assistant role. Highlight your experience in managing complex schedules and supporting senior leaders, as this is key for us at Oberlanders.
Showcase Your Skills: Don’t forget to emphasise your organisational and time-management skills. We love candidates who can juggle multiple priorities while keeping everything running smoothly, so give us examples of how you've done this in the past.
Be Professional Yet Personable: While we appreciate professionalism, we also value a friendly approach. Use a tone in your application that reflects your personality, showing us you can be both competent and approachable in a busy environment.
Apply Through Our Website: We encourage you to submit your application through our website. It’s the best way for us to receive your details directly and ensures you’re considered for the role without any hiccups!
How to prepare for a job interview at Oberlanders Architects
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Executive Assistant role at Oberlanders. Familiarise yourself with their core values like 'Listen Closer, Create Together, Deliver Better' and think about how your skills align with these principles.
✨Showcase Your Organisational Skills
Be prepared to discuss specific examples of how you've managed complex schedules or coordinated meetings in the past. Highlight your exceptional organisational and time-management skills, as these are crucial for the role.
✨Demonstrate Discretion and Professionalism
Since the role involves handling sensitive information, be ready to talk about situations where you've exercised discretion and professionalism. This will show that you can be trusted with confidential communications.
✨Prepare for Scenario Questions
Expect scenario-based questions that assess your problem-solving abilities. Think of examples where you've had to adapt to changing priorities or manage competing demands, and be ready to explain your thought process.
