Vacancy | Full Time | Glenrothes

Executive Assistant UK

For our UK activities, managed from our future Glenrothes office, we are hiring an Executive Assistant to support our UK Managing Director on a day-to-day basis. In this role you will work very close with the UK management team and as well as colleagues in other departments of the company both at our locations elsewhere in Scotland and the Netherlands.

Scotch Whisky International UK (SWI) is a trading house with a financial jacket that focuses on offering Scotch Single Malt whisky as an investment product under the trade name Scotch Whisky Investments and under the supervision of the Netherlands Authority for the Financial Markets (AFM). The Scotch whisky market has been growing very strongly in terms of demand for years and within it, in particular, the premium category 'Single Malt' over 20 years old, given its scarcity, quality and unique character, has become a special product for many investors where good returns can be achieved.

In the coming years, a lot will happen in our business world. For example, we are working hard on the further development of THE SWEX, our trading platform that will be a leading international whisky exchange in 5 to 8 years' time, and we are developing our new headquarter office in Falkland. On top of that, in the years to come we will manage more and more whisky both in casks and in bottles. We are expanding rapidly and are about to start building multiple bonded warehouses in Glenrothes, in total over 25 warehouses. In those warehouses we store whisky for several clients. In order to ensure our SWI UK Director manages all our Scottish activities, day to day Executive assistance to him is pivotal to meet our growth plan. That’s why we need you now!

Working at Scotch Whisky Investments (SWI) means being part of one big family with the common passion in whisky investments! Our lines are short and our doors are open.  We would like to welcome everyone. We don't like hierarchy, but we like to work with people who take responsibility and ownership for their tasks and who share ideas and come up with thoughtful proposals. Everyone has a voice and mutual respect is our starting point.  In addition to hard work, there is also plenty of room to enjoy and laugh together. Professionalism, hospitality and quality are of paramount importance to us; not only for our products and customers, but also for our employees.

For our UK activities, managed from our future Glenrothes office, we are hiring an Executive Assistant to support our UK Managing Director on a day-to-day basis. In this role you will work very close with the UK management team and as well as colleagues in other departments of the company both at our locations elsewhere in Scotland and the Netherlands.

 

Specific Duties and Responsibilities:

  • To provide administrative and diary support to the UK Managing Director.

  • Make and support all necessary travel arrangements/hotel bookings associated with meetings for the Managing Director and the UK Management team. Ensure availability of printed travel documents and schedule before travel. Occasionally support colleagues in NL making travel arrangements/hotel bookings in Scotland.

  • To respond, on the Managing Director’s behalf, to general queries by email, telephone and post.

  • To maintain the Managing Director’s files and Company books including off-site archived files and historical records i.e. minutes and action logs.

  • To maintain Policy Documents and review annually in conjunction with the Managing Director.

  • Prepare annual meeting schedule across all staff in conjunction with both the SWI and the UK Management Team meeting dates, book venues/equipment, invite attendees, plan refreshments as needed.

  • To attend UK leadership meetings and produce minutes and action list.

  • To provide support for all management team meetings, producing draft agendas/papers/reports for Executive’s review.

  • Contribute to the development and maintenance of administrative procedures and processes across the organisation.

  • Producing accurate and timely reports in line with reporting schedule and/or on demand requests.

  • Dealing promptly and professionally with queries raised by employees, managers and external stakeholders.

  • To comply with all legislative requirements and company policies including but not limited to Health & Safety, Equality and Safeguarding.

 This list of specific and general duties and responsibilities is non-exhaustive and subject to review and change.

What makes you our new Executive Assistant?

  • Applicants must hold a suitable senior administration related qualification or equivalent experience.

  • A Minimum of 5 years senior administration/EA experience

  • Experience of working as part of a team is essential

  • Experience of working with a variety of partners is essential

  • Experienced in project management and planning

  • Excellent IT skills, especially use of Microsoft Office is essential

Key Competencies

The post holder must demonstrate the following:

  • Highly organised/structured with attention to detail

  • A strong communicator (both written and verbal) with outstanding people skills

  • Achievement focus

  • Commitment to collaborative working

  • Effective decision making

  • Self-starter, highly motivated

  • Ability to multi-task and prioritise outputs

  • Discretion and confidentiality

  • Professional and ethical

  • Ability to consider the needs, abilities, and personalities of others

  • Strong interpersonal relationships

  • Able to work with minimum supervision and to deadlines

  • Willing to take on responsibility and accountability

  • Keen to embrace change

  • Positive approach and enthusiastic

These are your terms of employment
When there is a mutual match, we will make you an offer to join us. Our terms of employment are excellent for the correct candidate, and this full time position and consist of an attractive gross salary, and terms of employment.

How to apply
Send your CV together with a motivation letter to per e-mail. There are various rounds of conversation in  which you  will  meet some shareholders and team members of the management board,  followed by the offer and an integrity screening will take place.  We aim to complete this procedure  as soon as possible. So apply quickly!

Your investment begins here

Allow us to call you back or make an appointment to see us in our office.

This is what you may expect

  1. Leave your details to be called back or to make an appointment.

  2. You can immediately download our brochure after making an appointment.

  3. During our initial contact you can discuss your requirements and options with one of our experts.

  4. They will draw up a personal portfolio for you and present it to you.

  5. You will start to invest in whisky and you will receive our starter package.

Are you looking for our address or would you like to speak to someone now?

Please look here

How would you like to contact us?