Executive Assistant

Job Title: Executive Assistant

Reporting to: Business Operations Director

Salary: Circa £28,000 (dependent on experience)

Hours: 37.5 hours per week

Duration: Fixed Term Contract – October 2027

Location: Glasgow Chamber of Commerce, 30 George Square, Glasgow G2 1EQ 

Guided by our core values of Collaboration, Integrity, Impact, Ambition, and Belonging, Glasgow Chamber of Commerce supports over 1,000 businesses. We drive positive change by offering business support, networking, training, and international services. We advocate for our members through city and national policy and research. 

The Executive Assistant will provide PA and day-to-day support to both the Chief Executive and Deputy Chief Executive, facilities management and general office support. 

The ideal candidate must have the ability to approach a wide variety of challenges throughout the office in an enthusiastic manner and therefore demonstrate appropriate experience in this regard. A willingness and proactive approach to task management is required. They should have a relevant qualification or experience of working in a similar environment. 

1. Key responsibilities of position: 

1.1  Executive Assistant/Office Support

• Acting as a first point of contact, dealing with correspondence and phone calls for both the Chief Executive and Deputy Chief Executive, and progressing them when appropriate, demonstrating Integrity
• Proactive in managing diaries, organising meetings and appointments, important tasks and deadlines to be met by Chief Executive/Deputy Chief Executive, together with following-up of action points and updating of CRM system
• Collation and preparation of reports, presentations and correspondence, managing databases and filing systems
• Managing and monitoring sensitive information, reflecting Integrity
• Management Team Meeting support, including preparing agendas, papers and taking minutes of meetings
• Develop and maintain relationships with management team, directors, stakeholders, partners, members, and staff, highlighting Collaboration and Belonging
• Arranging necessary travel and accommodation for the Chamber team
• Overseeing reception including greeting visitors to the Chamber and following security procedures, setting up meeting rooms, taking telephone messages, routing telephone calls appropriately and distribution of mail
• Implementing and maintaining procedures/administrative systems as necessary
• Administer Chamber general e-mail accounts
• Prioritising workloads 

1.2  Facilities Management

• Manage and monitor all contractual day-to-day operations
• Log/report facility related problems to relevant service supplier
• Manage the process for both internal and external room bookings ensuring that there are adequate resources and that all rooms are set up as required to a high standard timeously; arrange external catering as required
• Purchasing and monitoring of kitchen stock levels and re-ordering of goods/services where necessary
• Responsible for the purchasing and monitoring of stationery stock levels and re-ordering of goods/services where necessary
• Administer Fire & Evacuation procedures
• Ensure all H & S regulations are adhered to 

1.3  Other

• Maintain quality procedures relevant to your area of activity and responsibility
• Participate in agreed training and personal development
• Attend and/or support any appropriate Chamber events
• Provide support to Business Operations Director and take on other duties as and when the need arises; these will be discussed in advance

2. Person Specification 

2.1  Essential     

• Demonstrated experience in supporting senior management and executives, with a strong sense of Integrity
• Exceptional interpersonal, verbal, and written communication skills, fostering a sense of Belonging
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 
• Highly enthusiastic, self-motivated, and proactive, showing a commitment to making a positive Impact
• Proven ability to thrive in a fast-paced and dynamic environment, emphasising Collaboration with team members
• Strong organisational skills with the ability to manage multiple tasks and meet tight deadlines 
• Professional telephone etiquette and excellent customer service skills 
• Meticulous attention to detail and accuracy in all tasks 
• Ability to prioritise and respond effectively to multiple demands and changing priorities 
• Strong problem-solving skills and the ability to handle unexpected challenges with ease 

2.2  Desirable

• A relevant qualification or experience of working in a similar environment, reflecting Ambition
• Knowledge and understanding of Glasgow’s economic issues, contributing to the Impactof the Chamber 

Should this role be of interest, please email your CV with supporting statement to Alison Coia, Business Operations Director at [email protected] by 5.00 pm on Wednesday 6 August 2025