Executive Assistant and Business Support Manager

Executive Assistant & Business Support Manager

Location: Mossgiel Organic Dairy, Mauchline, Ayrshire

Salary: £34,000–£40,000, depending on experience

Hours: Full-time, Mon-Fri + Sat morning on rotation

Contract: Permanent

Working pattern: Predominantly site-based in the Mossgiel office.

Mossgiel is looking for an experienced, exceptionally organised person to become the operational right hand to our Founder and Managing Director.

This isn’t a traditional PA role - and it isn’t simply an office administration job.

Mossgiel is an independent organic dairy with an ambitious mission to change dairy for the better. We produce and deliver organic milk across Scotland, work directly with supporters and businesses, and operate across farming, food production, logistics, sales and hospitality.

That creates a busy, varied and occasionally chaotic working environment.

We need someone who can bring order to that environment: keeping Bryce focused, ensuring important work doesn’t disappear, coordinating the office and holding managers accountable for agreed actions.

The role

You will work directly with Bryce while becoming a central point of coordination across Mossgiel.

Your responsibilities will include:

• Managing Bryce’s diary, appointments and commitments
• Maintaining a clear view of priorities, deadlines and outstanding decisions
• Monitoring and triaging emails, calls and incoming requests
• Making bookings and contacting people on Bryce’s behalf
• Preparing information and actions ahead of meetings
• Organising and facilitating a focused weekly management meeting
• Recording actions, owners and deadlines and following them through
• Coordinating regular management check-ins and training
• Challenging missed commitments and escalating recurring problems
• Helping information flow between production, transport, the farm, sales and the office
• Handling general enquiries, incoming calls, mail and visitors
• Coordinating customer queries and social media messages
• Supporting routine ordering, records and office administration
• Assisting with operational, customer, finance and compliance projects

This person will have Bryce’s authority to seek updates, arrange meetings and follow up agreed management actions. They will not initially be expected to manage Mossgiel’s operational departments directly.

About you

You may currently be an experienced Executive Assistant, Office Manager, Business Support Manager, Operations Coordinator or the person who quietly keeps an entire small business functioning.

You will need to be:

• Exceptionally organised and comfortable managing competing priorities
• Confident working directly with a fast-moving, entrepreneurial founder
• Assertive enough to challenge people respectfully - including Bryce
• Able to chase managers and colleagues without becoming confrontational
• Warm, professional and confident with customers, visitors and suppliers
• Discreet when handling commercially or personally sensitive information
• Comfortable making sensible decisions without constant supervision
• Practical and willing to deal with mundane tasks when they need done
• Experienced in improving systems rather than simply working around problems
• A strong written and verbal communicator
• Competent with modern office and digital systems

Experience in food, manufacturing, logistics, agriculture, hospitality or another operational SME would be valuable, but it is not essential.

The honest version

Mossgiel is not a quiet, sterile corporate office; our HQ is a farm and our office is a converted farmhouse 'dining room' in a 300 year old farm building.

Things change quickly, problems can arrive without warning and Bryce generates ideas faster than people can write them down. You’ll need the confidence to say, “That isn’t today’s priority,” while making sure today’s actual priorities get finished.

In return, this is an opportunity to become genuinely influential within an ambitious, purpose-led Scottish business. You won’t spend your days producing reports nobody reads - you’ll help ensure the business functions better and that good decisions turn into action.

To apply, please send your CV along with a short note explaining why this particular role interests you and an example of how you have previously brought order, accountability or structure to a busy organisation.