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Executive Assistant, Office Coordinator

Posted 10 hours 22 minutes ago by Jobtailor

Permanent

Full Time

Other

Glasgow, United Kingdom

Job Description

Responsibilities

Manage diaries and calendars for leadership, scheduling meetings and prioritising time effectively
Coordinate internal and external meetings, including room bookings and logistics
Support with travel arrangements and itineraries where required
Assist with general administrative tasks and day-to-day organisation
Ensure meeting rooms are set up and ready (in-person and virtual)
Prepare materials and support smooth running of meetings
Welcome visitors and ensure a professional and friendly experience
Help coordinate company meetings, team sessions, and occasional events
Ensure the office is tidy, organised, and running smoothly
Manage office supplies, stock levels, and ordering
Act as the first point of contact for office-related issues
Liaise with office suppliers (cleaning, maintenance, deliveries, etc.)
Coordinate any repairs or maintenance needs
Ensure services are delivered reliably and to a professional standard
Help create a welcoming and positive office environment
Support team needs within the office on a day-to-day basis
Assist with small initiatives that improve the workplace experience
Maintain basic documentation for office procedures

Requirements

Previous experience in an administrative, office support, or coordination role in a professional environment
Strong organisational skills with the ability to manage competing priorities and stay on top of multiple tasks
High attention to detail with a structured and reliable approach to work
Confident managing calendars, scheduling meetings, and coordinating logistics
Strong communication skills with the ability to work effectively across different teams
A proactive mindset with the confidence to take ownership and solve problems independently
Comfortable working in a fast-paced, office-based environment where priorities can change
Solid experience using Microsoft Office, particularly Outlook for diary management and Excel for basic tracking