Executive Assistant

Executive Assistant to the Joint CEOs

Full\-time \| Office\-based, Greenock \| Monday to Friday

Location

Greenock office – this is a fully office\-based role

Hours

Full\-time, 37\.5 hours per week, Monday to Friday

Reporting to

The Joint CEOs

Salary

Competitive, dependent on experience

ABOUT PG PAPER

Founded in 2003 and based in Scotland, PG Paper Company Ltd. is an award\-winning global paper business serving the newspaper, magazine, tissue and packaging industries. Our purpose is to positively enrich our global communities, and our core strength – enabling trade and connecting markets – underpins our ambition to be a global leader in doing so.

Today we operate in more than 60 countries, with offices worldwide. We are at an exciting stage of growth, pairing the agility of an entrepreneurial business with increasingly mature processes, systems and infrastructure. We are small enough for every individual to make a real difference, yet large enough to offer a truly international working environment.

THE OPPORTUNITY

We are seeking an accomplished Executive Assistant to act as the trusted right hand to our two Joint CEOs. This is a full\-time, office\-based position at our Greenock office, offering genuine variety, responsibility and close involvement in the running of a fast\-growing international business.

You will take ownership of the CEOs’ business and personal administration – managing their time, communications, travel and priorities so they can focus on leading the company. Alongside this, you will play a central role in the smooth running of the office and provide support to the wider team.

The role calls for exceptional judgement, absolute discretion and a polished, confident manner with colleagues, customers, suppliers and senior stakeholders alike.

KEY RESPONSIBILITIES

Executive Support

• Manage the CEOs’ diaries, appointments and schedules, prioritising competing commitments with sound judgement.


• Oversee multiple inboxes, telephone calls and correspondence, responding on the CEOs’ behalf and resolving matters directly where appropriate.


• Ensure the CEOs are fully prepared for every engagement, coordinating agendas, briefing papers and supporting documents.


• Organise internal and external meetings, including Teams calls, meeting rooms, catering and video\-conferencing.


• Anticipate needs, stay one step ahead and continually look for ways to improve efficiency and organisation.

• Manage personal administration for either CEO as required – for example personal appointments, bookings and reservations, personal travel, household and family logistics, renewals and general correspondence.


• Treat all personal and family matters with the utmost confidentiality, tact and professionalism.

• Arrange domestic and international travel for the CEOs and wider team – flights, visas, accommodation and ground transport – in line with company policy and budget.


• Prepare detailed itineraries and supporting travel documentation.


• Plan and coordinate business events, functions, and customer and visitor meetings.

• Prepare agendas, minutes, reports, briefing papers and presentations to a high standard.


• Take accurate minutes and ensure actions are distributed and followed up promptly.


• Undertake background research and special projects, presenting findings clearly and concisely.


• Build and maintain spreadsheets and trackers in Excel, and use AI tools where appropriate to streamline drafting, summarising and research.


• Maintain accurate, secure records and filing systems.

• Develop and improve office systems, including data management, filing and document control.


• Act as a welcoming, professional first point of contact for visitors, customers and stakeholders.


• Liaise with the landlord, suppliers and service providers on facilities and office requirements.


• Manage office supplies and provide general administrative support to the wider team, including room bookings and travel.

• Process company credit card receipts and expense claims accurately and on time.


• Liaise with suppliers and colleagues on invoices, expenses and payment queries, and support wider accounts administration as required.

• Build strong working relationships across the business and support effective communication between the CEOs, senior leadership and internal teams.


• Represent the CEOs and the company professionally with clients, suppliers and external partners at all times.

Essential

• Proven experience as an Executive Assistant, Personal Assistant or in a comparable senior support role.


• Outstanding organisational and time\-management skills, with the ability to balance multiple priorities.


• Meticulous attention to detail and a consistently high standard of accuracy.


• Excellent written and verbal communication skills, and the ability to build rapport at every level.


• A proven record of handling confidential and sensitive information with complete discretion.


• A proactive, solutions\-focused approach and the confidence to use initiative and work independently.


• Strong IT skills, including advanced proficiency in Microsoft Excel (formulas, data management and reporting) and the wider Microsoft 365 suite, including Word, Outlook, PowerPoint and Teams.


• Confidence using AI tools such as Microsoft Copilot or ChatGPT to work more efficiently – for example drafting correspondence, summarising documents and supporting research – and an enthusiasm for adopting new technology.


• The flexibility to respond positively to changing priorities and ad\-hoc requests in a fast\-paced, entrepreneurial environment.

• Experience supporting CEOs, company directors or other senior executives, including their personal affairs.


• Experience arranging international travel, visas and complex itineraries.


• Experience in office management and facilities coordination.


• Experience preparing reports, presentations and board or meeting packs.


• Familiarity with expenses, invoices or basic accounts administration.


• Experience within a fast\-growing SME or entrepreneurial business.

You will be highly organised, discreet and trustworthy – calm under pressure, resourceful and personable. You take pride in getting the details right, communicate with confidence, and are equally comfortable working independently or as part of a close\-knit team. Above all, you are keen to grow with the business and take on new responsibilities as it develops.

WHAT WE OFFER

• Competitive salary, dependent on experience


• 28 days’ paid holiday per year


• Medical insurance


• Company pension scheme


• Cycle to work scheme


• The opportunity to work at the heart of a growing international business

Please send your CV together with a short cover letter outlining the skills and experience you would bring to the role, and why you would be an excellent fit for PG Paper.

Shortlisted candidates will be invited to an initial telephone conversation, giving you the opportunity to learn more about the role and ask any questions.

To find out more about PG Paper, visit www.pgpaper.com.

Pay: From £30,000\.00 per year

Benefits:

• Company pension


• Free parking

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