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Executive Assistant/meeting Coordinator

3 months ago

Glasgow, Glasgow City, United Kingdom Blue Arrow Full time

Part-time and flexible Executive Assistant / Meeting Coordinator
To start as soon as possible, until the end of July
hours per week - some weeks can be more as needed up to 35 as your time allows

  • Most working hours are flexible and online as long as tasks are achieved, with occasional visits to our office in Glasgow / Livingston, in particular when inperson meetings are happening (you will have notice of these as you will be organising them)

Tasks:

  • To take ownership of, forward plan, organise, and be responsible for
  • A series of professional meetings, committees, VIP visits, and boards for 420 people (Mainly online, some in person)
  • Twice yearly 2day business events for 100 people with exhibition and social programme (In person)
  • Example tasks: gaining availability and invitation lists, sending invites tracking attendance, organising and liaising with speakers, agendas and supporting paperwork, booking rooms and refreshments, hosting meetings online (technical) or sometimes inperson support, following up on actions as needed
  • Support 4 parttime directors with requirements (mínimal) e.g. some travel booking, regular checks of diaries
  • Assist with other administration and marketing tasks as needed and time allows, along with the Senior Administrator

You:

  • Can hit the ground running, enjoy the challenge of arranging meetings in a sudokulike fashion, not afraid of the unknown or of asking questions, extremely organised, able to manage highlevel stakeholders with competing demands, able to prioritise and plan ahead, good at communicating and updating on status of your responsibilities
  • Have experience of arranging board meetings and committees (hybrid and in person), including paperwork collation and action tracking. Minutetaking experience a bonus
  • Event coordination /management experience would be ideal also
  • If you can use Sharepoint great A presumption is that you will have a highlevel knowledge of most MS software


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