Executive Assistant to the Chief Executive

The Scotch Whisky Association (SWA) is the trade association for the Scotch Whisky industry. We support and represent our members across a wide range of priorities, including industry promotion, regulatory and legal matters, sustainability, and protecting the Scotch Whisky category worldwide.

We are recruiting an Executive Assistant to provide high-quality, proactive support to our Chief Executive. This is a pivotal role at the heart of the organisation, working closely with senior colleagues to ensure priorities are well managed, meetings are well run, and actions are followed through. 

We welcome applications from candidates based in either London or Edinburgh, and the role is designed to work effectively across both locations.

The role reports to the COO and will also support governance and follow-up activity linked to the Company Secretary function. You will liaise regularly with senior external stakeholders, including government/political stakeholders, dignitaries and key member contacts. 

What you’ll be doing

• Managing diaries and coordinating internal and external meetings for the CEO.
• Liaising with senior external stakeholders on behalf of the CEO (including key member contacts, politicians and dignitaries), coordinating arrangements with professionalism, diplomacy and discretion.
• Ensuring meetings are well prepared: agendas, papers, briefings and logistics.
• Taking notes where required and maintaining action trackers; following up actions to ensure progress and delivery.
• Supporting leadership and governance administration as required (meeting scheduling, papers, records).
• Supporting the COO with Company Secretary-related coordination, including paper collation, maintaining accurate records, and tracking follow-up actions.
• Providing flexible organisational support as required, including coordination around leadership activity, governance processes and events/VIP logistics.
• Drafting and formatting professional correspondence and documentation.

What we’re looking for

You’ll be an experienced EA/PA or senior administrator with strong judgement, discretion, and excellent organisational skills. You will be confident working with senior internal and external stakeholders, able to manage competing priorities, and comfortable taking initiative to keep things moving. A strong customer service mindset and practical problem-solving skills are important, given the varied stakeholders and pace of the role.

Essential:

• Strong experience in executive/senior administrative support.
• Demonstrable customer service experience and a proactive, solutions-focused approach to resolving issues.
• Demonstrable experience dealing confidently and professionally with senior external stakeholders, exercising diplomacy, discretion and sound judgement.
• Excellent planning and prioritisation skills, with high attention to detail.
• Confident communicator with strong written skills.
• Discretion and professionalism when handling sensitive information.
• Strong Microsoft 365 capability (Outlook, Teams, Word, Excel, PowerPoint, SharePoint/OneDrive).

Desirable:

• Governance/committee administration experience (papers, minutes, action logs).
• Project coordination or workstream tracking experience.
• Experience supporting event logistics and/or VIP hosting arrangements.
• Experience in a customer-facing environment (e.g., hospitality, professional services, member-facing services, or front-line stakeholder support).

How to apply

The post can be based in London or Edinburgh, with hybrid working.

Please complete our application form found on our website.

We are committed to being an inclusive employer and welcome applications from all backgrounds. We will make reasonable adjustments to support candidates throughout the recruitment process.