Executive Assistant & Office Manager
Remote (MUST be Scotland based with international travel 2x per year)
Permanent
Salary up to £37,000 DOE
Are you a highly skilled Executive Assistant with a proven ability to provide senior-level support?
We are looking for an organised and proactive individual, based in Scotland, to join a small but dynamic team, committed to supporting international stakeholders within the healthcare sector.
This role requires someone hands-on, self-sufficient, and adaptable, with the ability to tackle responsibilities independently and with a positive, can-do attitude.
You’ll work directly with the CEO, coordinate key operational activities, manage board and committee meetings, and oversee financial administration. You'll also play a key role in supporting the charity’s operations, ensuring smooth processes across our remote international team.
Key Responsibilities:
* Executive Support: Manage the CEO’s diary, assist with project planning, and prepare reports and presentations.
* Financial Management: Generate monthly financial reports, process invoices, and assist with budget and audit preparations.
* Office Management: Oversee the virtual office, manage subscriptions, and ensure GDPR compliance.
* Board & Committee Coordination: Schedule and organise meetings, prepare agendas and minutes, and maintain a meeting schedule.
* International Scheduling & Event Coordination – Managing time zones, travel logistics, and complex diaries will be a key part of this role.
* Membership Support: Engage with and assist members through our online membership platform.
* Conference Support: Help organise and provide support for key events, including the Annual General Meeting and annual conference.
Skills & Experience:
* Proven experience as an Executive Assistant or Office Manager in a senior support role, ideally within a remote, self-directed work environment.
* Exceptional organisational skills with the ability to multitask, prioritise, and manage a variety of tasks efficiently.
* Excellent communication skills (written and verbal), with the ability to liaise confidently with senior stakeholders.
* A proactive, solution-oriented mindset, able to anticipate needs and resolve issues independently.
* Strong ability to work remotely with minimal supervision, maintaining a high level of attention to detail and efficiency.
* Familiarity with financial administration, budget management, and preparing detailed reports.
* Advanced proficiency in Microsoft Office (especially Office 365) and experience with remote collaboration tools.
This is a flexible, home-based position for a self-motivated individual based in Scotland, who can work autonomously. Some international travel will be required for key meetings and the annual conference.
If you’re an experienced Executive Assistant ready to take ownership of your role and provide vital support in a remote setting, we’d love to hear from you!