Accounts Assistant/Office Manager & Personal Assistant to CEO

A multi-award winning Glasgow-based scale-up has an exciting opportunity for an ambitious individual looking to develop and grow alongside a rapidly expanding business.

To put simply… we are seeking an experienced and detail-oriented Accounts Assistant/Office Manager/Personal Assistant to join our team. This role is crucial in ensuring the efficient operation of our office and providing support to the senior management team, alongside the key role of processing day to day accounting transactions. The successful candidate will be responsible for managing administrative tasks, supporting the management team, and improving office processes. This position requires experience with relevant accounting software, excellent organisational skills, strong communication abilities, and a proactive attitude.

Key Responsibilities:

• Accounts Processing:
• Support the finance director by processing day to day transactions, including Sales & Purchase Invoices, Bank Payments and Bank Lodgements, using Xero accounting software.
• Prepare and document monthly bank reconciliations
• Ensure the accuracy of Customer and Supplier’s ledger balances and provide regular detailed reports of outstanding balances
• Assist with credit control functions

• Support/Assistance to the CEO
• Inbox & Communication Management - managing complex schedules, prioritising engagements, and arranging meetings, whilst maintaining professionalism and confidentiality
• Administrative Support - Preparing correspondence, managing travel, processing expenses, and organising files.
• Stakeholder Communication - Acting as a liaison between the CEO, internal teams, and external contacts.
• Event and Meeting Coordination - Organising key meetings, preparing materials, taking minutes, and following up on action points.
• Confidentiality and Discretion - Handling sensitive information with professionalism.
• Project Support - Assisting with specific tasks, research, and reporting to support strategic initiatives.

• Support to Management Team:
• Provide administrative support to the management team.
• Handle customer enquiries and complaints with courtesy and efficiency.
• Assist with HR functions such as recruitment, onboarding, and employee relations.
• Prepare and present reports, data gathering, and update records on a regular basis.
• Take minutes for operational and HR meetings as required.
• Develop and implement office efficiencies and drive process improvements.
• Monitor and maintain stock levels and order supplies as needed.

• Administrative Management:
• Manage day-to-day office administration, including handling emails, answering phones, and front-of-house duties.
• Maintain and organise office systems, layouts, and equipment procurement.
• Perform general office duties such as data entry, filing, and maintaining records.
• Manage office supplies and equipment, ensuring availability for staff.

Skills and Qualifications:

• Experience with Xero accounting software.
• Proven experience in an office management or administrative role.
• High proficiency in MS Office (Word, Excel, Outlook) and Google Suite.
• Strong organisational and time-management skills, with a high level of attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Demonstrable ability to manage multiple tasks effectively and meet deadlines.
• Polite and friendly manner with great telephone etiquette and communication skills.

Desirable:

• Experience with accounts payable/receivable.
• Familiarity with website and social media management.
• Experience in process improvement and efficiency development.

Personal Attributes:

• Highly organised and analytically minded.
• Proactive and able to work independently.
• Team player with strong interpersonal skills.
• Calm under pressure and adaptable to changing priorities.

Job Types: Full-time, Permanent

Benefits:

• Casual dress
• Company pension
• Work from home

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Glasgow