Executive assistant

We are Inspire Digital  

Inspire are a full-service digital agency, established in 2008, looking after private, corporate, public and third sector clients. We are undergoing a period of exciting growth and looking for talented individuals to join our growing team.  Our client base is worldwide and from all sectors, large multi nationals to exciting, independent, and innovative enterprises.  

We are one of Scotland’s top digital agencies with a head office in Perth, a design and project hub in Glasgow and satellite offices throughout Scotland.   

It’s our purpose to help businesses get online, stay online & profit from being there.  

The Opportunity   

Providing Executive Assistant services to the Managing Director and Heads of Departments to support operational workflow and effective communication across the business, acting as a representative of the Leadership team.  

Inspiring Attributes 

We are incredibly proud of our team at Inspire and of the strong qualities we share, for the benefit of one another and our clients.  We are committed to our Inspiring Attributes as we continue to grow our talented team:   

Impressive - impressing our colleagues and clients through our knowledge, expertise and service delivery, staying true to the values of Inspire 

Involved - takes part and shows up being an active and contributing member of the Inspire team and an ambassador for the business  

Inspiring - supporting the development of one another and externally where appropriate, contributing to our industry and profession  

Inclusive - fostering a supportive and collaborative team working environment  

Innovative - encouraging creativity and sharing ideas  

Improving - supporting the continuous growth and development of our business 

EXPERIENCE REQUIREMENTS:  

Essential:  

• A minimum of three years’ experience in a similar role, with a strong administrative background  

• Confidence to act on behalf of the leadership team and make decisions in their absence  

• Natural organising abilities and strong prioritisation skills   

• Willing to stretch beyond their comfort zone and in assuming new responsibilities  

• Confident user of all Microsoft 365 packages- including Outlook and Teams  

• An engaging relationship builder with the ability to develop strong working relationships  

• Professional standard English language skills, both verbally and in writing  

• Process driven with high levels of attention to detail  

• Experienced in managing a busy workflow with conflicting demands.  

• Intermediate level in Xero 

• Recruitment Administrator 

• Experience of using Hubspot, 

Desirable:  

• Project management experience   

• Experience of developing internal operational processes  

• Data management experience with the ability to compile reports  

RESPONSIBILITIES:  

• Diary management (both internal and external meetings) 

• Emails management (handling multiple inboxes) 

• Supporting efficient meetings across the business- agendas, appropriate attendees, preparations requirements and deliverables  

• Client onboarding  

• Employee onboarding- including administrative requirements, systems setup, welcome meetings and organisational culture induction  

• Support with workflow across the business including delegation from the leadership team, project planning and prioritisation  

• Support the leadership team with routine task management  

• Travel booking and expense claims  

• Support with intermediate financial management responsibilities 

• Bank reconciliations including: 

• Matching multiple invoices to one payment 

• Splitting transactions across different expense accounts 

• Allocating partial payments 

• Handling overpayments and prepayments 

• Managing accounts payable and receivable 

• Credit notes 

• Correct coding of transactions 

• Reviewing aged receivables/payables 

• Business reporting  

• Booking staff training courses and supporting use of CPD time across the business 

• Support recruitment and talent acquisition processes (including job ad posting, candidate screening, and shortlisting) 

40 hours per week 

Please note, occasional evening and weekend working may be required to meet the demands of the business and clients. 

We are proud to offer: 

• A rewarding, close-knit team working environment;  

• Fun, challenging projects for interesting and creative clients

• The opportunity to develop your professional experience, with direct influence on the success of clients' online presence

• The chance to shape the future direction of our business, as a small, growing business

• Investment in your ongoing training and professional development, to nurture and expand your skills. Our philosophy is that when people grow, businesses grow

• A competitive salary package

• Generous holiday entitlement

• Hybrid and remote working opportunities, with office facilities available across Scotland

• Pension contributions