Executive Assistant to work for a UK property business

Work for a UK property investor and farm manager

We're looking for a go-getter Executive Assistant with exceptional organizational skills who

- takes initiative
- solves problems before they escalate
- and gets things done with exceptional organizational skills
- remotely handles admin and operational tasks for a family-run property business and farm in Scotland, UK.

This is NOT a passive role.

We need someone who identifies problems before we know they exist, comes to meetings prepared with questions, and provides daily updates without being asked.

WHAT "GET THINGS DONE" MEANS IN THIS ROLE

We're not hiring you to DO every task by yourself.
We're hiring you to GET TASKS DONE. Big difference.

Your job is to figure out the best way to complete work:

- Can you do it yourself efficiently? Great.
- Should it be automated? Figure out how.
- Should someone else handle it? Arrange that.
- Is there a better process? Create it.

But don't worry. You will slowly learn how we run the business so you can take some tasks off our plate.

**You'll start with foundational admin. Then will eventually progress into a management role.**

In your first few months, handling emails, invoices, supplier communications, and research teaches you the bones of our business: our contacts, how our properties work, our farm operations, and where inefficiencies exist.

This foundation makes you invaluable when we move you to high-level strategic work.

As you procedurize everything, you'll work yourself out of repetitive tasks into interesting projects.

**We need a go-getter who speaks up constructively.**
If something's broken or could be better, tell us and suggest solutions. That's literally what we're paying you for.

QUALIFICATIONS REQUIRED FOR THIS ROLE:
College level
At least 1 year of experience as a virtual assistant or executive assistant (property management preferred)
Proactive problem-solver - must provide an example of identifying issues before your manager
Systems thinker - must provide an example of a procedure/system you've created
Excellent communicator - comfortable providing daily updates and frequent check-ins
Ability to understand graphs and create reports
Communicates well in English (written and verbal)
Ability to quickly learn software applications
Working knowledge of Google Workspace
Available for 20-25 hours per week with UK time overlap
Can work with flexible hours BUT should provide daily updates before 7 PM UK time
Available for 2-3 weekly video check-ins


THE JOB DESCRIPTION AND RESPONSIBILITIES

Responsible for proactive admin and operational support for a family-run property business and farm in Scotland, UK.

The work will include:

Email management and triage
Making phone calls to UK suppliers, contractors, and contacts on our behalf
Invoice sorting and processing
Supplier and contractor contact management
Equipment and parts sourcing (eBay, online marketplaces)
Property and farm operations research
Process mapping (final draughts and tidying up our drafts) - training provided
Database updating
Work planning
Dealing with clients and creating procedures to eliminate backlogs
Research and reporting
Creating procedures for any task done more than once (critical requirement)
Daily status updates (required)

We follow the Systems for Outsourcing methodology by Dr. Steve Day - every task done twice gets procedurised.
We encourage our staff to continually grow, so you'll be provided with training.


WHY YOU SHOULD CONSIDER JOINING OUR TEAM
You will continually grow and develop your skills as the company grows
Team culture that fosters camaraderie
Opportunity to fill roles suited to your personality for high job satisfaction
As the company evolves, you will have the opportunity to lead the team
Autonomy within clear systems and procedures
Work on varied, interesting projects across property and agriculture

HOW THIS ROLE ADDS VALUE TO OUR COMPANY
We need someone who works on their own initiative to maintain our systems and makes problems disappear before we know they exist through proactive communication. We are a small business managing property investments and a livestock farm - our main purpose is spending time with our young children.

WHAT MAKES OUR COMPANY STAND OUT
We are new to farm management and keen to approach things in a modern, systematic way using proven frameworks. We aspire to a great work-life balance for all staff.

OUR COMPANY'S PURPOSE:
Reinstate a family farm to productivity and profit
Create space for enjoyable lives for all that we contact
We have taken over a very poorly run farm and are determined to renovate and rejuvenate it with new life and profit

OUR COMPANY'S VALUES:
We are honest and caring
We never abuse the trust of our team, our customers, and our partners
We take pride in our work and own our mistakes
We are a reflection of our client's success
We continually strive to improve our systems and processes
We are resourceful, proactive, and innovative
We understand that mistakes are part of the learning process
We are a Team - We focus on success and enjoy contributing during meetings
We nurture the potential in every individual and value family, health, and happiness
We are Positive - We welcome feedback and use it as a guide for improvement



THE PAY AND BENEFITS

SALARY RATE:
$7.00/hour, increase to $9.00+ within 3 months

Progression:
Annual inflation-based pay rises

PAYMENT INTERVALS:
Bi-weekly during probation. Thereafter, monthly to tie in with our pay runs.

PAYMENT METHOD:
PayPal initially, then TransferWise.

PAID LEAVE:
After 1 year of service

OTHER BONUSES / BENEFITS:
Paid time allocated for learning unfamiliar tasks
Annual inflation-based pay rises
Christmas bonus after Year 1

NOW THE IMPORTANT PART - HOW TO APPLY:

Fill out this form:
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Applications missing any component will not be considered.

We're looking for someone who makes our business run smoothly by thinking ahead, communicating constantly, and solving problems before they escalate. If that's you, we'd love to hear from you!