Executive Personal Assistant

3 weeks ago

Dundee, United Kingdom Dundee University Students Association Full time

**Job Description - Executive Personal Assistant (PA)**

**About the Business Support Team**

The student demographic is changing and so are we. Our new vision of a ‘kinder, greener, diverse global student community, creating a lasting impact for generations to come’ will steer our work for the next five years. There has never been a better time to join our organisation.

The Executive Support Team supports the Executive Officers, staff, and students to deliver excellent advice and support to our student members.

**The Role**

The **Executive PA **will be the initial point of contact for the Executive and Executive Support team and will often liaise with students and key stakeholders.

As DUSA is implementing its new strategic plan, this position will play a significant role in its transition. To ensure the skills, knowledge and competencies are shared across the organisation, the role will operate in a fast-paced and rewarding environment.

The following sections give a flavour of key responsibilities (this is not an exhaustive list).

**Business Support**
- Providing business and administrative support to the Executive Officers and Executive Support Team, withprioritisation and reminders of their outstanding tasks and deadlines.
- Providing support to Executive Officers and staff with the organisation around events, such as Handover and Freshers Week.
- Providing secretarial support to key committee meetings and working/sub-groups, during day and evening hours with a range of activities, such as, preparation of agendas and minutes, taking appropriate action notes for dissemination and completion, and ensuring that key documents and papers are properly maintained and stored.
- Act as a key point of contact for university administrative leads and other stakeholders to coordinate and manage the Executive officers’ schedules, diaries and organising meetings and events vital to conducting their duties.
- Acting as a first point of contact in person, dealing with correspondence and phone calls,
- Providing events and administrative support for internal and external stakeholders, including updating distribution lists and contact details.
- Carrying out general office management duties, including but not limited to managing office supplies.
- Arranging meeting rooms and conference facilities as required.
- Booking and arranging travel, transport and accommodation for staff and various stakeholders.

**Operational Support**
- Supporting the training and professional development of new Executive Officers during and after the annual handover by contributing and leading workshops and associated resources.
- Typing, compiling, and preparing reports, presentations, and correspondence
- Developing and managing systems and procedures for the Executive Support Teams ensuring accurate records are kept, decisions are carried out and reporting undertaken in conjunction with the other Executive Assistant postholder.
- Ensuring online platforms include up-to-date and relevant information (such as minutes, agenda and other) with support from the Marketing and Communications Team.
- Any other duties as required by the line manager or SMT that are commensurate with the role.

**The Person**
- Highly organised individual with great attention to detail able to work in a busy, fast paced environment,
- Great collaborative skills, tactful and diplomatic with a strong sense of integrity,
- Ability to relate to people from different backgrounds,
- Resourceful with highly developed problem-solving skills and offering contemporary solutions
- Adaptable, accommodating, and ability to stay calm in stressful situations and ability to respond promptly and effectively to emerging issues,
- Can do attitude and team player.

**Qualifications/Knowledge/Experience**
- Experience of working in a business support/administrative role, delivering high standard of assistance to individuals, teams, and committees,
- Experience of first point of contact dealing with a range of enquiries and signposting to relevant services,
- Proven experience of providing administrative and secretarial support,
- Proficient use in Microsoft Office package,
- Demonstrate excellent communication and interpersonal skills,
- Confident dealing with internal and external stakeholders and agencies,
- HND or higher qualification in relevant discipline,
- Professional qualifications in business support/administration,
- Pro-active approach to work,
- Ability to work on own initiative,
- Event support and planning,
- Maintaining high level of confidentiality and accuracy.

**Hours of Work**

35 hours per week. No additional payments or allowances and no contractual entitlement to overtime, TOIL given for additional hours.

**Salary**: £22,500.00 per year

Work Location: One location

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