Executive Assistant

5 months ago


Edinburgh, United Kingdom Four Square Scotland Full time

Executive Assistant

**Details**

Reports to: Director of HR and Corporate Services

**Salary**: £32000 pa

Location: 454 Gorgie Road, Edinburgh, EH11 1FD

FTE: 5 days

**Overview**

This role is a key role in the organisation. You will be highly visible and will be pivotal in arrange support for and access to the Leadership Team and the Board of Directors. You will Report to the Director of HR and Corporate Services, supporting the CEO and other Leadership Team and Board members with a range of diverse tasks and activities.

The role is required to balance responsibilities for ad-hoc daily tasks with delivering longer term activities such as projects and events.

**Responsibilities**
- Be the first line of interaction with the CEO, diverting requests to other members of the leadership team and dealing with other requests directly;
- Provides proactive diary management and meeting support to CEO and LT;
- Provides board member support to trustees including recruitment and induction support;
- Organises meetings including creating first drafts of papers, minute taking and logistics of Health and Safety Committee; Leadership Team; HR meetings; Board and Committee Meetings and project meetings;
- Holds, reviews and keeps up-dated key governance documentation including board action log; risk register; scheme of delegation; business continuity plans; articles of association; and our ‘how we work’ governance overview;
- Collects, maintains and analyses KPI information, ensuring accurate data is available to the Leadership Team;
- Maintains and keeps up to date the ‘Board’ area of SharePoint and keeps board member details secure on our HR system;
- Organises the board away day and other organisational events including the staff conference;
- Provides support to DCS on improvement projects and on the delivery of Impactful People;
- Deals quickly and fully with ad-hoc tasks to ensure overall administrative responsibilities of Four Square are met;
- Manages confidential information to and from stakeholders with highest level of professionalism and discretion;
- Oversight of complaints ensuring procedures and timescales are adhered to and managed;
- Conducts research or gathers insight, information and data to assist leaders in papers/reports as requested including supporting the production of the annual report;
- Supports other members of the Corporate Services Directorate to understand the business and uphold the organisational values.

**Behaviours**
- Be a committed and trusted member of the team;
- Engage in healthy conflict, challenge and support;
- Focus on the shared goals of the organisation and be accountable;
- Be curious about the roles and challenges of colleagues;
- Own and be accountable for all areas of work;
- Role model a coaching style within a high performance culture where expectations are explicit and delivered alongside support;
- Believe in the organisation and be an ambassador for our work.

**Requirements**:

- Demonstratable, recent experience of providing administrative support to senior stakeholders in a fast-paced environment;
- Ability to multi-task and prioritise an everchanging workload;
- Ability to take responsibility to proactive resolve issues, be solution based;
- Flexible and agile, able to provide support in challenging situations;
- Proven ability to plan for and deliver longer term events and projects;
- Strong communication skills, both written and verbal;
- Ability to build relationships at all levels across the organisation and with external stakeholders;
- Detailed focus, highly organised and able to plan and organise work with strong attention to detail;
- Advanced skills in MS Office Packages; and remote meeting technology;
- Office based to ensure collaboration with stakeholders and a consistent presence in the organisation.

Pay: £30,000.00-£32,000.00 per year

**Benefits**:

- Company pension
- Health & wellbeing programme
- On-site parking
- Store discount
- Work from home

Schedule:

- Monday to Friday

Work Location: In person


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