Executive Assistant

About Us 

We’re Dayshape—an award-winning software scale-up with big ambitions and the momentum to match. Trusted by Big Four and many other top professional services firms globally, our AI-powered resource management platform is helping organisations to achieve extraordinary results.   

Our platform stands apart as the only solution that combines advanced AI, real-time project financials, and firm-wide insights to elevate resource management to a strategic function. By driving profitable growth, powering confident decisions, and ensuring satisfied clients and teams—we're helping our customers build strong organisations and careers for the long term. 

Why our customers love Dayshape: 

• We help professional firms optimise margins and increase revenue, unlocking access to more profitable work.   

• We provide complete operational visibility today and the tools to confidently predict tomorrow.   

• We empower firms to become the places where top talent wants to work - and the best clients want to work with.  

Recognised as Scotland’s fastest-growing tech company in the Deloitte Technology Fast 50 for three consecutive years and more recently as the Enterprise Digital Tech Business of the Year at the 2024 ScotlandIS awards, we’ve consistently proven our ability to innovate and deliver real impact—and we’re always looking for like-minded people to join us. 

At Dayshape, our purpose is to improve people's working lives, and our culture is an important driving force in helping us to do just that. We're a friendly, inclusive, and ambitious team—driven by our values and a shared commitment to success. If you’re ready to join a fast-growing, high-impact company that’s reimagining resource management, then let’s talk. 

About the Role

We are seeking a highly organised and proactive Executive Assistant to support our CEO and Co-Founder in a fast-paced SaaS environment. This role blends traditional executive support with some modern operational responsibilities, ensuring the CEO can focus on strategic priorities while maintaining smooth day-to-day operations.

What you'll do

• Extensive Diary & Calendar Management: Coordinate and manage complex international schedules, meetings, and domestic and international travel arrangements.
• Email & Communication Management: Screen, prioritise, and respond to emails on behalf of the CEO/Co-Founder; draft correspondence as needed.
• Meeting Preparation: Prepare agendas, briefing documents, board papers and presentations; take minutes and follow up on action items for Board meetings, Leadership meetings and offsites.
• Travel Coordination: Organise domestic and international travel, including itineraries, accommodations, and logistics (via Perk).
• Project Support: Assist with special projects, research, and data gathering for strategic initiatives.
• Stakeholder Liaison: Act as the first point of contact for internal and external stakeholders; maintain professionalism and confidentiality.
• Ad-hoc project work including preparation of briefing materials, slide decks, and reports as required
• Event Coordination: Organise company annual strategy kick off, board meetings, leadership offsites and other ad-hoc events as required.
• Manage administrative duties for the CEO including assisting with the preparation of commercial documentation, contracts, budget management and expense management through Payhawk
• Technology & SaaS Tools: Utilize productivity tools (e.g., Slack, ) to streamline workflows.
• Confidentiality & Discretion: Manage sensitive information with the highest level of integrity.

About you

• Proven experience as an Executive Assistant or similar role supporting C-suite executives.
• Exceptional organisational and time-management skills.
• Experience working with stakeholders across all levels of the company and external stakeholders, such as investors
• Strong written and verbal communication and the ability to produce high quality written work independently.
• Proficiency in Microsoft Office and familiarity with SaaS tools (Slack, Teams).
• Ability to manage multiple priorities in a fast-paced environment.
• A bias for action, with demonstrable experience proactively taking initiative to improve systems and processes
• High level of discretion and confidentiality.
• Strong interpersonal skills and professional demeanour.
• Ability to anticipate needs and act proactively.
• Detail-oriented and resourceful.
• Calm under pressure and adaptable to change.
• Positive, can-do attitude with a collaborative mindset.

Bonus points if you have

• Experience in a SaaS environment.
• Knowledge of project management tools and CRM systems.

What you'll get

• Starting salary between £35,000 and £40,000, dependent on experience
• At least £1,000 per year to spend on professional and personal development 
• 33 days' holiday per year (including bank holidays), increasing by 1 day each year to a maximum of 40 days 
• Paid four-week sabbatical in your fifth anniversary year on top of your holiday entitlement 
• Enhanced family leave policies 
• Private healthcare
• Income protection and death in service cover 
• Matched 5% auto-enrolment workplace pension scheme 
• Access to wellbeing offerings, such as our Employee Assistance Programme and a dedicated counselling service 
• Volunteering time – up to 20 hours a year to participate in volunteer work 
• Regular All Hands meeting for inspiration and over-communication 
• Time out of the working week for team socials each month, with a mix of in-person and virtual options: past events include hiking, family BBQs, board games and at-home cocktail classes! 
• Genuinely nice, smart people to work with, who are excited about growing our company 

Working Details 

This is a full-time role (37.5 hours per week). We typically work from 09:00 - 17:30 from Monday to Friday, though we can be flexible around this, just let us know. 

We’re looking for someone in/around Edinburgh, able to work on a hybrid basis between home and our Haymarket office. For this role we would require a minimum of two days in the office, as well as additional days when our CEO is in Edinburgh.

Join the team! 

Equality of opportunity is more than just a responsibility: we believe it’s a huge advantage to welcome a variety of experiences and perspectives into the team. Diversity is a great asset and, as such, we strongly encourage applications from any background. 

This is your opportunity to really influence how we get things done. We're doing well, but there's lots more to do to maintain the high bar and pace that we've set. 

Everyone here is growing personally as the company grows, so if that sounds like something you’d like to be part of, we’d love to see your application. The closing date for `applications will be Friday 13th February at 12pm. Initial phone calls and interviews will be taking place shortly.