Executive Assistant

2 weeks ago

Stirling, United Kingdom University of Stirling Full time

**Post Details**
Full time
Open ended

Interviews are expected to take place in person on Wednesday 13 March 2024.

There is an expectation that work will be undertaken in the UK.

For the purposes of sponsorship, this is a role under SOC code 4215.

**The Post**
We are seeking a skilled, highly organised, and dynamic individual for the role of Executive Assistant to the Executive Director of HR & Organisation Development. This position is instrumental in providing high-level administrative support to the Executive Director, facilitating communication, managing budgets, and contributing to the efficient and smooth operation of the directorate.

**Description of Duties**
- Manage the Executive Director’s calendar, schedule appointments and co-ordinate meetings
- Manage travel arrangements, itineraries, and related expense reporting
- Draft, proofread and edit documents, reports and correspondence as required
- Co-ordinate all papers required for committee/other meetings including organising and preparing agendas, gathering papers, preparing minutes, and tracking the progress of actions across the directorate
- Lead and manage directorate support staff
- Lead, manage (and oversee) directorate operational activity including that associated with health and safety, business continuity and space management
- Develop, implement, and seek ways to continuously improve office administrative systems and procedures, to ensure the efficient running of the HR & OD Directorate and optimisation of space
- Manage and reconcile directorate budgets (including processing purchase orders and invoices) and associated spend to ensure quarter end and budget planning is accurate
- Co-ordination and oversight of papers required for committee/other meetings including organising and preparing agendas, gathering papers, preparing minutes, and tracking the delivery of actions across the directorate
- Assist in the planning and delivery of directorate projects, ensuring deadlines are met and objectives are achieved
- Gather information on specific topics, preparing summaries and reports to assist the Executive Director in decision making
- Develop and maintain excellent, professional working relationships and work collaboratively with a range of stakeholders within and out with the University, acting as a role model for the HR&OD directorate
- Represent the Executive Director of HR & OD and other senior members of the directorate as appropriate
- Contribute to, and participate in, sector and other external bodies and networks
- Undertake any other duties as required in line with the role requirements

**Essential Criteria**
- Educated to degree level or equivalent
- Excellent digital skills including those related to Microsoft SharePoint, word, excel, PowerPoint
- Substantial experience as an Executive Assistant/PA working directly to an executive level position within a large and complex organisation
- Excellent organisational skills, with the ability to work pro-actively, calmly, and accurately to prioritise and manage high volumes of activity at the same time
- Strong written and verbal communication skills, with experience of drafting and developing communications that can often be complex, time sensitive and have related compliance or legal contexts
- A team player with a flexible approach and ability to both influence and enable others to adapt to change
- Excellent attention to detail, including proof reading skills
- Ability to deal with highly confidential and sensitive information with discretion and diplomacy, always maintaining confidentiality
- Experience of providing committee support, drafting agendas, and writing minutes to tight deadlines
- Experience of office management e.g. supplier management, budget management, event management and coordination
- Experience of managing systems for tracking workflow and follow up actions
- Flexible approach, self-motivation, resilience, and ability to work calmly under pressure

**Desirable Criteria**
- Knowledge of the higher education sector and current issues and challenges facing universities
- Knowledge of HR practices

**Behaviours and Competencies**
The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.
- **Managing self and personal skills**
Being aware of your own behaviour and mindful of how it impacts on others, enhancing personal skills to adapt professional practice accordingly.
- **Delivering excellent service**
Providing the best quality service to external and internal clients. Building genuine and open long-term relationships in order to drive up service standards.
- **Finding solutions**
Taking a holistic view and working enthusiastically to analyse problems and to develop workable solutions. Identifying opportunities for innovation.
- **Embracing change**
Being open to and engaging with new ideas and ways of working. Adjusting to unfamil

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