Executive Assistant

1 week ago


Edinburgh, United Kingdom Pertemps TM Full time
Job Title: Executive Assistant
Salary: £32,521 (rising to £34,021 from 1st September 2024)
Annual Leave: 45 days
Working Hours: 9am - 5pm, Monday to Friday
Location: Milton Road, Edinburgh
Contract Type: Permanent

Key Responsibilities:
  • Provide high-quality, professional, and confidential support to the Executive team.
  • Advise on national protocols, policies, and guidance.
  • Produce briefing papers/reports on parliamentary committees and Scottish Government/Scottish Funding Council policies/guidance notes.
  • Support the Executive team in delivering specified objectives, including forward planning and timely completion.
  • Serve as secretariat for strategic meetings.
  • Draft committee papers and briefing notes for Executive team members.
  • Respond to internal and external correspondence.
  • Conduct research and analysis as requested by the Executive team.
  • Manage and coordinate all Freedom of Information (FOI) responses.
  • Prepare FOI quarterly reports for the Executive/SMT, ensuring data accuracy and conducting analysis.
  • Lead relevant projects as directed by Executive members, collaborating with colleagues across the company and senior external stakeholders.
  • Coordinate actions against audit recommendations.
  • Check senior management team expense claims, ensuring adherence to company policy, and manage sickness absence records.
  • Collaborate with the Board Secretary to manage all formal Executive requirements at Board and Committee level.
  • Develop and maintain the senior duty management rota according to incident management procedures.
  • Participate in regular management meetings.
  • Handle confidential and sensitive information in compliance with GDPR and College policies.
  • Contribute to the timely compilation of company operational plans and updates for review meetings.
  • Facilitate and support the arrangement of workshops, internal/external meetings, ensuring best value for money.
  • Support and influence relationships with external stakeholders, such as the Scottish Government, Scottish Funding Council, Local Authorities, NHS, and other public bodies.
  • Plan, prioritize, and organize workload independently to address urgent business needs.
  • Act as an ambassador for the College, reflecting company values and behaviours.
  • Support purchase orders and invoice management, including ordering via the PECOS system.
  • Provide training and support to new staff members as required.

Essential Skills/Qualifications:
  • Educated to SCQF Level 6.
  • Advanced knowledge of Microsoft Office, particularly Word and Excel.
  • Extensive experience as an Executive Assistant, PA, or in an administrative support role supporting Senior Management or Board level.
  • Proven ability to work independently in a complex environment, providing comprehensive and confidential executive support.
  • Well-developed executive assistant skills, including fast, accurate typing, audio typing, and minute-taking experience.
  • Demonstrated tact, discretion, and confidentiality.
  • Flexibility and openness to change.
  • Excellent communication skills, with confidence to interact with people at all levels.
  • Strong planning and organizational skills.
  • Exceptional time management skills, with the ability to prioritize and manage a busy workload effectively.

If you are interested in this role, please apply with your CV
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