Job Summary:
Are you the person who makes things happen?
I run a growing group of businesses in the Glasgow area, including two busy convenience stores, a new Food-to-Go business launching shortly, and other business interests.
There are lots of exciting things happening.
The problem?
There are also lots of moving parts.
Ideas, meetings, staff, suppliers, recruitment, projects, emails, appointments, paperwork, deadlines, events, follow-ups and approximately 47 things that seemed like a good idea when I first thought of them!
I’m now looking for an exceptional Executive Assistant who can bring structure to all of that.
This isn't a traditional PA role where you wait for instructions.
I need someone who can become my right hand.
Someone who looks at what is going on and thinks:
"I've got that."
Someone who can take information out of my head, turn it into a plan, make sure the right people do what they said they were going to do — and stop important things disappearing into the black hole of "I'll remember that later."
If you're naturally organised, proactive, resourceful and get genuine satisfaction from making someone else's working life run brilliantly, you could be exactly who I'm looking for.
ABOUT THE BUSINESSES
The businesses employ a sizeable team and there is always plenty happening — improving systems, recruitment, marketing, new projects, supplier meetings, staff initiatives, financial reviews, events and growth opportunities.
My role is increasingly to lead the businesses rather than personally keep track of every moving part within them.
That's where you come in.
Your main purpose will be simple:
Make me more organised, more effective and less involved in things that someone else can handle.
You will help create clarity, structure and momentum around me so I can concentrate on the decisions and activities that genuinely need the business owner.
WHAT YOU'LL ACTUALLY DO
No two days will look exactly the same, but your responsibilities are likely to include:
- Managing my diary, appointments and schedule
- Helping me plan my week and protecting time for the things that matter
- Creating and maintaining a master action list so nothing gets forgotten
- Following up actions from meetings and making sure agreed tasks actually happen
- Chasing suppliers, contractors, staff and external companies when something is outstanding
- Organising meetings and preparing agendas, reports and information beforehand
- Taking notes and turning meetings into clear actions, owners and deadlines
- Managing and organising emails and correspondence
- Drafting emails, letters, documents and simple presentations
- Helping coordinate recruitment, interviews and new-starter administration
- Keeping important business documents organised and easy to find
- Supporting ongoing projects across the stores and new Food-to-Go business
- Researching options, getting quotes and comparing information when decisions need to be made
- Booking travel, hotels, events and occasional business appointments
- Liaising confidently with managers, employees, accountants, suppliers, contractors and other professional advisers
- Helping introduce better systems, processes, checklists and ways of working
- Spotting deadlines, problems or loose ends before I have to ask about them
- Handling occasional personal administration where this helps protect my working time
And, most importantly…
Not waiting for me to remember to ask.
If you see that something needs done, you'll be the sort of person who starts figuring out how to get it done.
THIS ROLE IS NOT…
A store assistant position.
You won't spend your day serving customers or filling shelves.
It also isn't a role for someone who wants to sit quietly waiting for a list of tasks every morning.
There will absolutely be traditional admin involved — filing, forms, printing things, booking appointments, updating spreadsheets, chasing paperwork and organising information.
But the value you bring will be in taking ownership of the chaos around those tasks.
I don't need another person for me to manage.
I need someone who helps me manage everything else.
YOU'LL PROBABLY LOVE THIS JOB IF…
You are ridiculously organised.
You have lists for your lists.
You are the person in your family or workplace who remembers the booking reference, knows where the document is and has already checked what time everyone needs to leave.
You naturally think ahead.
You don't just tell someone there's a problem — you arrive with possible solutions.
You are comfortable saying:
"You need to make a decision on this today."
Or:
"You asked me to remind you not to agree to anything else this week!"
You enjoy having responsibility and being trusted to get on with things.
You're confident dealing with lots of different personalities.
You can switch from speaking with a supplier, to organising a meeting, to fixing a diary clash, to researching a new system without becoming overwhelmed.
You are comfortable with technology and learn new systems quickly.
You write clearly, spell properly and care about how documents and communications look.
You notice details other people miss.
And when you say something is handled, it's handled.
YOU WON'T ENJOY THIS ROLE IF…
You need every task explained step-by-step.
You dislike being interrupted.
You struggle when priorities change.
You are uncomfortable chasing people.
You tend to leave awkward jobs for another day.
You need constant reassurance that you're doing things correctly.
Or you're looking for a quiet admin job where every Tuesday looks exactly like the Tuesday before.
There will be busy days.
There will be changed plans.
There will occasionally be a message that says:
"I've just remembered something…"
Your job is partly to make sure I send far fewer of those messages six months from now!
EXPERIENCE
I'm far more interested in capability than job title.
You may currently be an:
Executive Assistant
Personal Assistant
Office Manager
Operations Coordinator
Business Support Manager
Senior Administrator
Practice Manager
Project Coordinator
What matters is that you can demonstrate that you've previously supported a busy person, team or organisation where you had to juggle multiple priorities and take genuine responsibility.
Experience supporting a business owner, Managing Director or senior leader would be particularly useful.
Strong skills with Microsoft Office, Google Workspace and general business technology are important, but you don't need to know every system we currently use — you do need to be someone who learns quickly.
THE PERSON MATTERS
This is a high-trust role.
You'll see business information that is confidential.
You'll know what's going well and what isn't.
You'll sometimes know what I'm working on before the wider team does.
Discretion, maturity and good judgement are therefore essential.
I'm also looking for someone who is warm, down-to-earth and able to build good relationships with the team.
We work hard, but we're human.
A sense of humour definitely helps.
WHAT SUCCESS LOOKS LIKE
After a few months, I should be able to say:
"I don't know how I managed without you."
My diary is under control.
My priorities are clear.
Important emails don't get missed.
Actions from meetings get completed.
People are followed up without me remembering to chase them.
Projects move forward.
Paperwork isn't sitting waiting for me.
Things I don't need to personally handle no longer land on my desk.
And instead of spending my day reacting to whatever shouts loudest, I have significantly more time to actually run and grow the businesses.
That's the job.
LOCATION & HOURS
This is primarily an in-person role based around Kirkintilloch, Glasgow, as you'll be working closely with me and the businesses.
It is a full-time position, and some flexibility will be important because business ownership doesn't always fit perfectly into a 9–5 box.
That said, I am not looking for someone to be permanently on call.
I'm looking for someone who can build such good organisation around the role that fewer things become last-minute emergencies in the first place.
SALARY
£32,000-£36,000, depending on experience and what you can bring to the role.
For the right person, there is significant scope to develop the position as the businesses continue to grow.
HOW TO APPLY
Please don't send me a generic application telling me you're "hard-working and work well independently."
Everyone says that.
I want to know what makes you unusually good at this type of role.
If you've read this advert thinking:
"This woman clearly needs me."
…we should probably talk.
Pay: £32,000.00-£36,000.00 per year
Work Location: In person
