Venesky-Brown’s client, an organisation in Edinburgh, is currently looking to recruit an Executive Assistant for a contract of 6- 8 weeks with possibility of going permanent on an hourly rate £15.17-£16.76 (PAYE). This role will be hybrid based with 2-3 days onsite with the first few weeks to be 5 days onsite. Candidates that can work part-time: 3 days a week will be considered.
Responsibilities:
- Provide PA assistance to the Chief Executive (CEO) and other members of the Executive Management Team (EMT);
- Effective administrative support to the CEO which will include acting as first point of contact for internal and external contacts, diary management, e-mail management, expenses management, dealing with incoming mail and arranging travel.
- Co-ordinate, collate & distribute papers and minute Board of Management, Committee and other meetings as required;
- Assist CEO and EMT with coordination of activities such as consultations, event planning with internal teams, external partners and customers as required
- Draft the annual schedule of EMT Meetings and ensure EMT member calendar entries are updated
- Service and support EMT Meetings compiling agendas, maintaining forward plan, liaising with mangers to ensure papers are received timely and maintain the decision log
- Support the maintenance of files for CEO and EMT
- Support approval of invoices for supplier payments as required
- Organise and service Board and Committee meetings, ensuring meeting information is provided timely, true and accurate records are kept and that agendas are well planned, working closely with the Governance & Assurance Manager to continue to improve information provided to the Board.
- Lead the Board and Committee timely electronic mailing process, producing meeting packs and storing documents for each Committee meeting for our records
- Assist and provide support to the Governance & Assurance Manager and Company Secretary in maintaining the Annual Register of Interests, Membership Management, The Company Secretary Board Report/ Updating Entitlements, Payments & Benefits Registers.
- Co-ordinate the arrangements for our Annual General Meeting and Special General Meetings ensuring that the event runs smoothly on the day and contributing to a positive experience for all attendees. This will include sourcing and organising the venue, issuing invites, papers and management of long service or other employee awards.
- Ensure that a list of policies/strategies is maintained and kept up-to-date including ensuring relevant staff are advised of review dates;
- Assist with the induction of new Board members.
- Coordinate training and development activities for Board members
- Upload, update, and manage governance-related documentation on the intranet and members’ area of the website.
- Understand what is required of you and how your role contributes to the team and departmental priorities
- Regularly review your working practices to identify improvements that simplify processes and decision making
- Provide support to your Manager as and when required
- Act in a fair and respectful way when dealing with others
- Proactively contribute to the work of the whole team
- Work with your manager to regularly review your priorities, objectives and timescales
- Take responsibility for delivering agreed outcomes on time and to standard, using your initiative
- Take ownership for complaints and issues, focusing on providing the right solution, keeping customers up to date with progress
Essential Skills:
- Substantial experience in a senior administrative/PA role including servicing of meetings, organisation events and supporting day to day requirements
- Substantial experience of carrying out complex administrative tasks with a high degree of accuracy
- Demonstrable experience in a similar role with particular emphasis on handling sensitive and confidential information
- Advanced written and oral communication skills to produce general correspondence
- Recording and producing minutes from meetings
- Effective IT skills to operate MS Office (Teams, Outlook, SharePoint, Word, Excel and PowerPoint) and other Applications
- Developed skills in writing key documents such as letters, minutes, reports and record keeping
- Awareness of Governance & Compliance processes
- Good interpersonal skills to communicate effectively with wide range of people
- Ability to work with minimum supervision, using own initiative as appropriate
- Committed to the aims and objectives of organisation and to the ethos of the sector
- Ability to work at pace and manage a varied workload of multiple tasks
- Standard Grade English & Maths
- Post holder will be able to travel to and work from our Glasgow and Edinburgh offices and various sites as required, particularly where Board or Committee meetings require in-person attendance.
- To be willing to participate in training and travel to attend training/meetings as required.
Desirable Skills:
- Awareness of Freedom of Information and General Data Protection Regulations
- Experiencing of servicing and supporting a voluntary Board or Committee
- Experience within a RSL
- Experience of liaising with external partners
- Awareness of SHR Regulatory Framework
- Educated to HNC (and or equivalent) level
- Driving license and access to a car
If you would like to hear more about this opportunity please get in touch.