Executive Assistant to Chief Executive Officer

Reports to: Chief Operating Officer (COO)

Works closely with: CEO; Senior Leadership Team; key member and external stakeholders (including Government/political contacts and VIPs) as required.

Location: London or Edinburgh (with hybrid working)

Contract: Permanent, Full Time

To provide high-quality executive support to the CEO, ensuring the effective organisation of priorities, meetings, governance activity and follow-up actions. The postholder will also support governance and follow-up activity linked to the Company Secretary function and provide flexible corporate and business support to strengthen resilience across Corporate Services.

This is a trusted role requiring discretion, excellent judgement, strong organisation, and the confidence to manage competing priorities, coordinate across teams, and ensure actions progress.

The role includes regular liaison with senior external stakeholders (including politicians, dignitaries, senior civil servants, key member contacts and partner organisations), requiring professionalism, discretion and strong stakeholder judgement.

• Executive support to CEO

• Provide proactive diary management, scheduling and forward planning for the CEO, ensuring time is protected for strategic priorities and deadlines.
• Coordinate internal and external meetings, including preparation, agenda setting, attendee management and practical arrangements (rooms, Teams links, visitor details, refreshments where appropriate).
• Manage meeting preparation end-to-end: briefing packs, papers, pre-reads, and ensuring the right information is available in advance.
• Capture meeting notes as required and maintain action logs; follow up actions with named owners to ensure delivery and keep key stakeholders informed.
• Act as a key point of contact for the CEO, handling enquiries professionally, filtering requests, and escalating appropriately.
• Support travel planning and itineraries where required, including logistics and documentation.
• Support VIP and senior external stakeholder engagements as required, coordinating briefings, itineraries, logistics and liaison with venues and internal teams, with appropriate discretion and attention to detail.

• Provide administrative support for governance and leadership meetings (including activity linked to the Company Secretary function), including scheduling, paper coordination, agenda management, minute/note taking where required, and action tracking.
• Coordinate the collation and timely distribution of papers, ensuring version control and clear deadlines for contributors.
• Maintain orderly records and filing (SharePoint/Teams) so governance and leadership information can be easily accessed and audited.

• Provide practical support for office operations and wider organisational priorities as required (e.g., coordinating logistics for leadership meetings and events, supporting visitor/VIP arrangements, and ensuring smooth administration during peak periods).
• Support effective internal coordination by tracking key deadlines, circulating reminders, and helping ensure follow-through on agreed actions.

• Draft, format and proof-read correspondence, meeting notes, agendas, and internal documents to a high professional standard.
• Liaise confidently with senior stakeholders, members, partners and suppliers, ensuring a helpful and professional experience.
• Maintain confidentiality and exercise sound judgement in handling sensitive information.
• Liaise with senior external stakeholders on behalf of the CEO (including politicians, dignitaries, senior civil servants, key member contacts and partners), handling sensitive enquiries, scheduling and logistics with tact, discretion and excellent judgement.
• Provide a consistently high standard of customer service when dealing with internal and external stakeholders, responding promptly, professionally and with discretion.

• Use Microsoft 365 tools effectively (Outlook, Teams, Word, Excel, PowerPoint, SharePoint/OneDrive) to manage work efficiently.
• Identify opportunities to improve admin processes, meeting discipline, and action tracking, supporting more effective ways of working.
• Contribute to a culture of professionalism, accountability and service excellence within Corporate Services.

• Comply with SWA policies and procedures, including information security and data protection requirements.
• Carry out any other reasonable duties consistent with the role.

• Proven experience providing high-quality executive or senior administrative support (EA/PA/Executive Support role or equivalent).
• Demonstrable customer service experience, with strong problem-solving skills and the ability to resolve issues calmly, pragmatically and with discretion.
• Excellent organisational skills with the ability to manage competing priorities, plan ahead, and maintain accuracy under pressure.
• Strong interpersonal skills with confidence communicating with senior stakeholders internally and externally.
• Demonstrable experience dealing confidently and professionally with senior external stakeholders, exercising diplomacy, discretion and sound judgement.
• High level of discretion and integrity; able to handle confidential information appropriately.
• Strong written communication skills, including producing professional correspondence, agendas, minutes/notes and action logs.
• Demonstrable ability to take initiative, anticipate needs, and solve problems pragmatically.
• Strong IT skills, particularly Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint and SharePoint/OneDrive).
• Experience supporting governance processes (e.g., Council/Board/Committee papers, minutes, action tracking).
• Experience working in a membership body, trade association, charity, or similar stakeholder environment.
• Experience supporting project coordination or workstream tracking.
• Experience supporting event logistics and/or VIP hosting arrangements.

We are committed to providing equal opportunities for all. We want every colleague to feel included, valued, and respected. We welcome applications from all backgrounds and communities, and we particularly encourage applications from groups that are underrepresented in our organisation and in the wider sector.

If you require any reasonable adjustments to support you during the recruitment process, please let us know.

The opportunity to shape and deliver a high-profile agenda for one of Scotland’s most iconic industries which is the UK’s largest food and drink export.

Competitive salary and benefits, including:

• Employer pension contributions up to 15%
• Private medical insurance (subject to eligibility/qualifying period)
• Life assurance
• Group income protection.
• Monthly wellbeing allowance
• Wellbeing initiatives, plus engagement and activity days throughout the year
• CPD days and professional development opportunities
• Cycle to Work scheme.

The post can be based in London or Edinburgh, with hybrid working.

Please complete the application form via our Spirited Careers site - click 'Apply' to be taken to the site.

The closing date for applications is 12pm on 16th February 2026.