Personal Assistant

1 month ago


Dundee, United Kingdom The James Hutton Institute Full time

**Main Purpose of Job**

Provide confidential personal administrative support to the Chief Executive, the Chairman, and members of the Governing Board.

**Main Duties of Postholder**
- Manage all communication, monitor and respond to all correspondence and distribute tasks arising from any actions as required.
- Maintain the Chief Executives diary and schedule by arranging all appointments to ensure effective diary management.
- Prepare weekly itineraries and submit monthly expenses for Chief Executive.
- Monitor and respond to requests for scientific papers via Research Gate.
- Maintain contacts details for the Chief Executive in Outlook Contacts.
- Maintain the RHS Reception invitation spreadsheet.
- Provide administration support for all external visitors.
- Organise travel and accommodation for the Chief Executive
- Arrange internal meetings including co-ordinating and preparing agendas and papers, take minutes, maintain action tracker, room bookings.
- Design and maintain effective administration systems, both general and project specific, to support the Chief Executive and provide a robust audit trail.
- Co-ordinate the Honorary Associate and Honorary Fellow schemes
- Provide secretariat for the Hutton Tercentenary campaign.
- Provide administrative support to the Governing board including attending meetings and taking minutes.

**Person Specification**

**EXPERIENCE**

**Essential**
- Significant experience of providing PA /administration support to senior management.
- Experience of project administration and document management.
- Proven ability to work to deadlines.

**Desirable**
- Experience of working in a higher education or a research organisation
- Knowledge of database management

**SKILLS / COMPETENCIES**

**Essential**
- Excellent IT skills
- Excellent communication skills, both oral and written
- Strong planning, prioritising and organisational skills
- Ability to work independently and proactively, as well as part of a team.
- Attention to detail, with high standards of accuracy.

**Additional notes**
- Flexible / Hybrid working arrangements are possible. Primary work base can be either at Hutton’s Invergowrie or Aberdeen campus. Must, however, be able to attend any Hutton campus as required.


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