Executive Support & Office Coordinator (Early Careers) in Glasgow

Executive Support & Office Coordinator (Early Careers)

We’re looking for a proactive, organised and enthusiastic Executive Support & Office Coordinator to support Pelion’s day‑to‑day operations and help keep our Glasgow office running smoothly.

This role is ideal for someone at the early stage of their career, including recent graduates, school leavers, college leavers, or someone with a little workplace experience, who is keen to learn, develop and build strong organisational, administrative and workplace coordination skills.

You don’t need to have done this exact role before. What matters most is that you are reliable, detail‑oriented, flexible and happy to get involved. You’ll be supported by the Chief of Staff and wider team, while also being encouraged to take ownership, suggest improvements and develop your own ways of working.

In this role, you’ll support our leadership team with diary management, meeting coordination, travel arrangements and general administration. You’ll also help take care of the office environment, making sure it is welcoming, well‑stocked, tidy and set up to support the team.

This is a great opportunity for someone who enjoys variety, likes being organised, and wants to build a career in business support, workplace experience or office management.

What you will be doing

Executive and Administrative Support

• Manage diaries and calendars for leadership, scheduling meetings and prioritising time effectively
• Coordinate internal and external meetings, including room bookings and logistics
• Support with travel arrangements and itineraries where required
• Assist with general administrative tasks and day‑to‑day organisation

Meeting coordination & support

• Ensure meeting rooms are set up and ready (in‑person and virtual)
• Prepare materials and support smooth running of meetings
• Welcome visitors and ensure a professional and friendly experience
• Help coordinate company meetings, team sessions, and occasional events

Office & facilities management

• Take ownership of the day‑to‑day running of the office
• Ensure the office is tidy, organised, and running smoothly
• Manage office supplies, stock levels, and ordering
• Act as the first point of contact for office‑related issues
• Liaise with office suppliers (cleaning, maintenance, deliveries, etc.)
• Coordinate any repairs or maintenance needs
• Ensure services are delivered reliably and to a professional standard
• Help create a welcoming and positive office environment
• Support team needs within the office on a day‑to‑day basis
• Assist with small initiatives that improve the workplace experience

Operational support

• Help improve processes where possible
• Maintain documentation for office procedures

What we’re looking for

We don’t expect you to know everything from day one. What matters most is your attitude, organisation and willingness to learn.

You’ll be a great fit if you are:

• Highly organised and reliable
• Proactive, flexible and happy to get involved
• Keen to learn and develop in an office‑based role
• Comfortable prioritising & managing multiple tasks at the same time
• Detail‑oriented, with a structured approach to work
• Friendly, professional and confident communicating with different people
• Able to take ownership of tasks and follow them through
• Comfortable working in a fast‑paced environment where priorities can change
• Interested in developing your skills in administration, workplace experience or office management

You should also be comfortable using Microsoft Office tools such as Outlook, Word and Excel, or be willing to build your confidence with them.

Nice to have

• Some experience in administration, office support, hospitality, retail, customer service, events or coordination
• Experience organising schedules, bookings, events or travel
• Experience working in a professional or office‑based environment
• Interest in supporting senior stakeholders or leadership teams
• Interest in developing a career in business support, workplace experience or office management

Benefits

• Salary £28,000 - £30,000 per annum
• Flexible, hybrid (3 Days in our Glasgow Office)
• 25 days holiday, plus 5 days Take 5 and 8 bank holidays a year
• Access to comprehensive health and dental plans
• Health assessment
• Worldwide travel insurance

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant.