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Executive Assistant

3 months ago

Dundee, Dundee City, United Kingdom Blue Arrow Full time
Key tasks will include but will not be limited to:

  • Take a proactive approach to the effective scheduling of meetings, including identifying dates, booking venues, organising necessary travel arrangements for attendees, dealing with hospitality, attending meetings and taking accurate minutes.
  • Manage an effective system that anticipates workload, appointments and diary and travel commitments. Review and assess schedules to ensure appropriate time is allocated for completion of workload and forthcoming demands. Maintain a cyclical calendar for recurring activities, prompting actions, progress chasing and triggering deadlines for routine tasks to ensure deadlines are met.
  • Act as a main point of contact for queries from members of senior management, professional services and staff, dealing with enquiries from staff, HR and Finance etc. Use initiative and judgment in dealing with technical, logístical, or interpersonal problems that may arise.
  • Responsible for organising and minuting high level meetings. Draft agendas, liaise with committees and attendees, collate and distribute relevant papers, take minutes and proactively follow up on any actions deemed appropriate.
  • Update and manage Teams and SharePoint as required.
  • Support the Senior Management team with administration such as recruitment and selection, equality and diversity reporting, absence management, new staff inductions and promotions.
  • Organise and project manage events, e.g. staff meetings, auditors and vendors. Coordinate visits from external consultants. Liaise with senior colleagues to assess availability and secure optimum dates. Liaise with external organisations to coordinate programmes, project manage the event/activity.
  • Act as a nominated point of contact to provide administrative support for high profile projects, determine the support required and liaise with appropriate departments to facilitate necessary arrangements.
  • Provide support for the Annual Report, assist with the collation of content, format documents and contribute to the completion and dissemination of that document.
  • Support key projects as the administrative lead
  • Responsible for procurement for the travel, conferences and stationery via the procurement system and procurement cards. Adhere to procurement guidelines and ensure appropriate allocation of expenditure.
  • Proactively monitor expenditure for responsible areas of spend such as travel and events. Organise and assist with the arrangement of finance meetings and the processing of action points that arise from meetings.
  • Update the website. Liaise with Senior Management to coordinate the development of the website and ensure content from a variety of sources is collated, reviewed and presented to relevant individuals for approval.
  • Proactively monitor and update signage across all sites, liaising with service delivery managers, to ensure signage is in line with corporate image.
  • Undertake any other administrative duties as may be required commensurate with the post.

Essential Knowledge, Experience and Skills:

  • Previous relevant work experience in an IT environment
  • Experience of fulfilling the role as described in the duties above
  • Highly competent in the use of Microsoft Windows and Office, Microsoft Teams and SharePoint
  • Must possess good written and oral communication skills to communicate to people at all levels and to exchange technical concepts in a manner appropriate to the audience.
  • Evidence of positively contributing to a culture of customer service and technical excellence. Ability to build and maintain mutually beneficial relationships. Excellent interpersonal skills able to communicate in a friendly, open and constructive manner. Team player. Willingness to develop skills/professional development.
  • Takes initiative to proactively identify, analyse and solve problems raising ongoing issues where necessary.
  • Excellent organisational skills, and ability to effectively prioritise time and work. Knowledge and experience of establishing and maintaining effective office systems. The ability to take personal responsibility and deal systematically and calmly with conflicting demands. Ability to manage own time and workload, meet deadlines and prioritise work. Able to work on own initiative with mínimal supervision.
  • Understanding of requirement for confidentiality.
  • Ability to take minutes and keep accurate records of meetings when required. Capable of working to a high level of accuracy and reliability and have the capacity to learn quickly and work flexibly.

AGY