Are you a highly competent, discreet, and trustworthy professional ready to provide seamless support to senior leadership?
We are seeking an exceptional Personal Assistant to work directly with our CEO and Managing Directors. This is a key role requiring meticulous organisation, initiative, and discretion.
If you are proactive, results-driven, and take pride in enabling executives to focus on strategic priorities, we want to hear from you.
What You’ll Be Doing:
This role is varied, encompassing comprehensive executive and diary management, vital business support, key operational tasks, and essential communication and liaison.
Executive & Diary Management
- Diary Coordination: Proactively manage complex diaries, scheduling internal/external meetings, calls, and events.
- Gatekeeping: Act as the primary point of contact for the Directors, prioritising requests, filtering communications, and managing access effectively.
- Meeting Preparation: Draft agendas, prepare briefing packs, and ensure the executives are fully briefed for all engagements.
- Minute Taking: Attend key meetings, accurately record minutes and actions, and diligently follow up with relevant stakeholders.
- Travel Logistics: Organise travel, including flights, hotels, transfers, and the production of detailed itineraries.
- Manage meeting rooms and shared company car booking diaries.
- Accurately manage and record executive holidays and absence.
Business Support
- Board Administration: Prepare and distribute board packs, record minutes, and track action points to ensure timely completion.
- Document Management: Draft and proofread correspondence, reports, and presentations, ensuring accuracy and appropriate tone.
- Expense Management: Handle all executive expenses, including reconciling receipts, processing reimbursements, and managing company credit card statements.
- Contact Management: Maintain accurate and up-to-date records of key stakeholders and partners.
- Manage all electronic and hard copy filing systems.
Operational & Organisational Tasks
- Office Coordination: Liaise with suppliers, IT, and facilities to ensure the smooth and efficient operation of the office environment.
- Confidential HR Tasks: Provide sensitive support for executive-level recruitment coordination and handle confidential employee matters.
- Event Organisation: Plan and execute offsites, team-building activities, client dinners, and other corporate events.
- Manage and maintain records for Charitable Donations and Corporate Gifts & Cards for staff and customers (e.g. Christmas, retirements, bereavement).
Communication & Liaison
- Inbox Management: Manage the CEO’s inbox, prioritising, flagging, and drafting replies to emails on their behalf.
- Internal Liaison: Act as a critical bridge, facilitating effective communication between the executive team and senior leadership/department heads.
- Follow-up Management: Ensure all decisions and delegated tasks are actioned, tracked, and reported back.
- Handle the drafting and issuing of all formal correspondence and letters.
- Provide call handling and booking administration for Hillhouse Events.
What You’ll Bring:
- Proven experience as Personal Assistant supporting Directors or C-suite executives.
- Exceptional organisational skills and meticulous attention to detail.
- A proactive, solutions-focused approach and the ability to anticipate needs.
- Excellent written and verbal communication skills.
- The highest level of integrity and professional discretion is essential.
- Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
About Us:
Hillhouse Group is a large, well-established, family-owned business operating primarily in the construction materials and civil engineering sector in Scotland. The business also has significant interests across farming, property, hospitality and renewables in Scotland and the South West of England.
Job Type: Permanent/Full-time
Salary: £33,000-£38,000
Benefits:
- 24 days annual leave plus 8 bank holidays
- Company pension
- Cycle to work scheme
- Employee Assistance programme
- On-site parking
- Life Insurance
- Subsidised gym membership
Schedule:
Monday to Thursday; 9 am – 5 pm
Friday; 9 am – 4 pm
Work Location: On-site. Troon KA10 7HY
Application deadline: 21st November 2025
Hillhouse Estates Ltd is an equal opportunities employer and positively encourages applications from all suitably qualified and eligible candidates regardless of race, disability, age, sexual orientation, gender or religion.
Please do not apply for this role if you do not currently have the legal right to work in the UK, or if that right is about to expire. We do not offer sponsorship for any vacancies.
We will only contact applicants who are being invited for interview.
Please submit your CV and a cover letter outlining your interest in the role and how your experience meets the required skills, using the form on this page.
