Join Bield as an Executive Assistant – Be at the Heart of Strategic Leadership
Are you an exceptional organiser with a passion for supporting senior leadership? Bield is currently seeking a proactive and highly professional Executive Assistant to play a pivotal role in enabling our Chief Executive, Executive Management Team, and Board to operate at their very best.
In this exciting and influential position, you will:
1. Deliver high-level, confidential executive support to the Chief Executive and senior leaders, ensuring smooth day-to-day operations and strategic coordination.
2. Facilitate Board and Committee meetings, from preparation to execution, helping shape key decisions that drive our mission forward.
3. Support the Governance & Assurance Manager and Company Secretary, contributing to the integrity and effectiveness of our governance processes.
This is more than just an administrative role — it’s an opportunity to be a trusted partner at the centre of a purpose-driven organisation, where your skills will help shape the future of housing and care for older people.
As an Executive Assistant you will:
4. Provide PA assistance to the Chief Executive(CEO) and other members of the Executive Management Team (EMT);
5. Effective administrative support to the CE 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.
6. Co-ordinate, collate & distribute papers and minute Board of Management, Committee and other meetings as required;
7. Assist CEO and EMT with coordination of activities such as consultations, event planning with internal teams, external partners and customers as required
8. Organise and service Board and Committee meetings, ensuring meeting information is provided timely, true and accurate records are kept and that agenda’s are well planned, working closely with the Governance Manager to continue to improve information provided to the Board.
9. Lead the Board and Committee timely electronic mailing process, producing meeting packs and storing documents for each committee meeting for our records
10. Assist and provide support to the Governance Manager and Company Secretary in maintaining the Annual Register of Interests, Bield Membership Management, The Company Secretary Board Report/ Updating Entitlements, Payments & Benefits Registers.
Hours of work are 35 per week, typically Monday to Friday (9 am to 5 pm). The position may be based in the Edinburgh Office, and we are happy to consider remote and/or flexible working arrangements during the recruitment process. There may be occasional travel to Bield locations across Scotland in line with business requirements.
About You
11. Substantial experience in a senior administrative/PA role including servicing of meetings, organisation events and supporting day to day requirements – Essential;
12. Demonstrable experience in a similar role with particular emphasis on handling sensitive and confidential information
13. Experiencing of servicing and supporting a voluntary Board or Committee – Desirable.
14. Experience of liaising with external partners - desirable
15. Advanced written and oral communication skills to produce general correspondence;
16. Recording and producing minutes from meetings;
17. Effective IT skills to operate MS Office (Teams, Outlook, SharePoint, Word, Excel and PowerPoint) and other Applications; - Essential
18. Developed skills in writing key documents such as letters, minutes, reports and record keeping - Essential
19. Good interpersonal skills to communicate effectively with wide range of people;
What We Offer
20. Excellent holidays of up to 34 days each year (pro rata for part-time employees)
21. On the job and work related training
22. Option to buy or sell holidays each year
23. Occupational Sick Pay
24. Long Service Awards
25. Family Friendly Policies
26. Cycle to Work Scheme
27. Career breaks
28. Employee Assistance Programme
Important Information
29. This post is exempt from the Rehabilitation of Offenders Act – you must disclose all unspent and relevant spent convictions.
30. Bield Housing & Care does not currently hold a sponsorship licence – we are unable to support visa applications at this time.
Disability Confident
Bield is a proud disability confident accredited employer. As users of the disability symbol, we guarantee to interview all disabled applicants who meet the vacancy minimum criteria.
In order to help you succeed, we will make all required reasonable adjustments to facilitate your inclusion during our recruitment and selection process. Adjustments will vary from person to person; if you wish to discuss how Bield can support you throughout the recruitment process, please get in touch.