Executive Assistant and Office Manager
We are seeking a reliable and proactive Executive Assistant and Office Manager to support our senior leadership and oversee our office operations, ensuring the business runs smoothly and efficiently. Acting as the central support system for the business, you will provide dedicated executive assistance to the Managing Director and Operations Manager while managing administrative tasks, coordinating staff schedules, maintaining inventory and handling corporate communications. This role will be predominantly office based at the OTECSA HQ in Glasgow Southside, with flexible working arrangements.
This role offers an excellent opportunity for an organised, proactive individual with strong computer skills to contribute to a professional environment and a growing engineering consultancy. As OTECSA continues to grow and expand, this role will grow with it — evolving from its office management and administrative foundations into an increasingly senior position that is central to the running and continued growth of the business. The successful candidate will be a key point of support for our leadership and team, with real scope to develop and shape the role over time.
The Key responsibilities will include:
Executive Assistant support:
- Acting as the first point of contact and trusted gatekeeper for the Managing Director and Operations Manager, managing and protecting their time
- Proactively managing complex diaries for the Managing Director and Operations Manager, prioritising and resolving conflicting demands
- Coordinating and preparing for meetings on their behalf, including agendas, briefing papers, presentations and follow-up actions
- Arranging travel, accommodation and detailed itineraries for the leadership team
- Drafting, proofreading and managing correspondence, reports and documents on behalf of the leadership team
- Tracking key actions and deadlines on behalf of the leadership team and following up with the wider team to ensure delivery
- Handling sensitive and confidential information with the utmost discretion at all times
- Providing flexible, proactive support on ad hoc projects and business priorities as the company grows
Office management:
- Managing incoming calls with professional phone etiquette and directing enquiries appropriately
- Oversee general office housekeeping duties including, supporting with the monitoring of office stock, merchandise, workwear and ordering
- Ensuring the office environment remains tidy and organised at all times
- Monitor the office calendar and be responsible for occupancy levels for hot desking spaces
Typical administration tasks:
- Organising and maintaining files, records, and documentation including project enquiries information and CRM upkeep
· Helping manage the main company enquiries, finance and careers inboxes.
- Assisting team members with ad hoc administrative duties as required
- Take responsibility for dealing with office deliveries
- Support with managing and coordinating diaries- organising meetings as and when required
- Assisting with arranging travel and accommodation as and when required for the team
- Minute meetings as and when required
- Arrange and facilitate social activities and events, including quarterly team days
Business support tasks:
- Processing of expense claim forms, reviewing expenses against policies and chasing of invoices as and when required
- Preparation of invoices based on project process and portfolio management (by others)
- Review of finance information including VAT return reviews prior to submission and expense claim reviews
- Monthly payroll and fortnightly expense payments, with payroll prepared by others
- Assistance with company social media content management, transferring social content to our website posts (with content produced by team members)
- Assistance with company web SEO optimisation
Skills / Experience & Qualifications
Essential Requirements:
- Basic Education: Standard Grades or equivalent in English and Maths
- Previous experience in office/administration role
- Highly organised
- Office Software: High proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint)
- Time Management: Exceptional ability to multitask, prioritise conflicting deadlines, and work autonomously.
- Attention to Detail: Accuracy in tracking inventory, handling expense claims, checking VAT returns, preparation of invoices across up to 100 live projects and managing corporate calendars.
- Communications: Personable attitude and attentive communication style; proactivity and ability to co-ordinate with team members.
- Discretion & Confidentiality: Proven ability to handle sensitive information and senior stakeholders with the utmost discretion and professionalism.
Desirable Requirements:
- Higher Education (Desirable): Highers or equivalent, further qualifications in Business Administration, or a relevant bachelor's degree.
- Proven Administration Background: Typically, 1 or more years of experience working in a fast-paced corporate or general office environment.
- Meeting & Event Coordination: Past experience, setting up meetings, or organising corporate events.
- Customer/Client Facing Roles: Background in customer service where problem-solving and interpersonal skills are utilised.
- Executive Assistant Experience: Previous experience providing direct support to directors or senior leaders — managing diaries, inboxes, travel and meetings — or a clear aptitude to step into this.
What We Offer
- Full time or part time (by negotiation) position with occasional travel to company events & meetings.
- Office based in Glasgow, G44 3PN, hybrid role offered with responsibility for the physical office management
- Flexible working policy
- Company pension scheme
- Company Health Insurance scheme
- Company EV Salary Sacrifice scheme
- Salary: DOE (dependent on experience)
- Supportive working environment with a friendly, energetic team dynamic and non-corporate environment
Pay: £26,000.00-£35,000.00 per year
Benefits:
- Casual dress
- Company pension
- Enhanced paternity leave
- Flexitime
- Free parking
- Private medical insurance
- Sick pay
- Transport links
- Work from home
Work Location: In person
