Executive Personal Assistant
Full-time
LOCATION
Remote and HQ in Edinburgh when required
Overview
We’re looking for an exceptional Executive Assistant to support Caledonia’s two founders. This role calls for someone deeply reliable, highly discreet, and able to stay two steps ahead at all times.
You will manage schedules, travel, communications, and personal logistics with an eye for detail and a steady hand under pressure. This is not an admin role. It is a position of trust, precision, and calm authority. You’ll be working with individuals who move fast, think broadly, and rely on someone who can match their pace and protect their time.
What You'll Do
- Own both founders’ calendars, ensuring every meeting, deadline, and travel plan is scheduled, rescheduled, and coordinated without conflict
- Manage logistics for meetings, travel, appointments, and events — online and in person
- Anticipate needs, prepare briefing materials, arrange follow-ups, and clear obstacles before they escalate
- Track personal and professional commitments, anniversaries, birthdays, and important milestones
- Be the go-to person for coordination between internal teams, partners, and external contacts
- Maintain a high standard of documentation, task tracking, and communication without ever being intrusive
- Represent the founders professionally in correspondence, scheduling, and first contact interactions
What You'll Bring
- Proven experience as an Executive Assistant, Chief of Staff, or in a similar high-trust role supporting senior leadership
- Excellent organisational skills and a sharp instinct for prioritisation
- Total discretion and a deep understanding of working with UHNW individuals and private clients
- Professional presentation and high emotional intelligence
- Ability to manage multiple schedules, shifting priorities, and sensitive matters with calm and clarity
- Impeccable communication skills — written and verbal — with the ability to communicate confidently across all levels
- Proficiency in at least one additional language, preferably Spanish or French
- General knowledge and cultural awareness that allows you to anticipate context and nuance
- Comfortable using modern scheduling, travel, and productivity tools
- High level of personal accountability and ownership over your domain
- Legally able and personally willing to sign and uphold strict confidentiality and non-disclosure agreements
- Trustworthy, resilient, and unshakeable in the face of chaos, ambiguity, or ego
- Groomed, presentable, and discreet; you understand how to carry yourself professionally without drawing attention
About Caledonia
Caledonia is a next-generation financial company focused on serving freelancers, creators, and independent professionals. We are building adaptive, AI-powered banking infrastructure that challenges the legacy systems of the past.
We are not yet a licensed EMI or bank, but our standards are already built to match that level of professionalism and trust. You’ll help ensure everything around the founders reflects that from day one.
Who You’ll Work With
You will work directly with the founders of Caledonia, supporting both professional and occasional personal logistics. You will also coordinate with their leadership team and key external partners.
A Note on Inclusion
At Caledonia, we value competence, trust, and integrity above everything else. This role is about reliability, discretion, and professionalism — it is not about gender, background, or personal style.
We welcome candidates of all genders, ages, backgrounds, and identities. If you meet the criteria, bring the right attitude, and know how to move with confidence and care, we want to hear from you.
This principle applies to all our roles, but for this one in particular, we want to be absolutely clear. We are building a team that reflects the modern world, not old stereotypes.
Apply Now
Ready to help us get things done? Use the form below to apply. We read every application and value people who bring structure without the red tape.