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!