Job Description
Hunter Adams is delighted to be partnering with a leading arts and cultural organisation based in Dundee to recruit an experienced Personal Executive Assistant on a 3 month FTC.
This pivotal role works in close partnership with the Director, providing comprehensive PA and administrative support to ensure the organisation operates in a welcoming, effective and well-organised way. From managing the day-to-day running of the Director’s office to supporting longer-term planning, the Personal Executive Assistant plays a key role in enabling the Director to focus on strategic priorities.
Office management is part of the role, with responsibility for ensuring effective, well-organised office spaces that support hybrid working and meetings. This includes maintaining desk plans, meeting rooms, storage records and post services; managing office policies, procedures and budgets; coordinating DSE assessments; ordering equipment and stationery; and liaising with suppliers and facilities teams to ensure a safe, efficient and well-functioning work environment.
Key Duties and Responsibilities
Diary & Correspondence Management
* Proactively manage and prioritise the Director’s busy and constantly changing diary
* Plan and coordinate meetings, speaking engagements, visits, delegations and UK/international travel
* Draft and circulate agendas, meeting schedules, reports and papers; take accurate minutes and notes
* Organise and oversee meeting logistics (in-person and online), including IT set-up
* Manage all email, mail and phone communications with discretion and confidentiality
* Draft, redirect or acknowledge correspondence on behalf of the Director, ensuring effective follow-up systems are in place
* Assist in preparing high-quality documents and presentations, including writing, editing, layout, design and image selection
Communications, Relationships & Hosting
* Act as the first point of contact for the Director, liaising with senior leaders, Board members and key stakeholders
* Welcome and host guests, providing support and tours where required
* Build and maintain strong relationships with internal teams and a wide range of external organisations
* Coordinate information relating to speaking engagements, media activity, events and speeches
* Support the management of VIP visits and high-profile engagements
* Assist with staff sessions, internal events and seasonal gatherings
* Manage contracts and relationships with hotels, travel providers, restaurants and local businesses, negotiating rates where appropriate
Travel & Itinerary Coordination
* Arrange all travel and accommodation within agreed budgets
* Prepare detailed itineraries for visits and trips, coordinating with partners and stakeholders
* Provide PA support to the Chair as required, including diary management, travel and meeting preparation
* Coordinate travel for Board members and visiting delegations, both UK-based and international
Information Management & Processes
* Implement and maintain robust filing, archiving and information management systems
* Manage contact databases and guest lists in line with GDPR requirements
* Prepare reports, Board papers and management information using data from internal and external sources
* Manage expenses, including credit card reconciliation and invoice processing
Business Planning & Governance Support
* Lead on long-term scheduling of Board, sub-group, senior team and key stakeholder meetings
* Establish and manage reporting cycles aligned to governance requirements
* Develop planning tools, diagrams and spreadsheets to support business planning
* Prepare, compile and distribute agendas and papers for Board and senior leadership meetings
* Organise Directorate meetings, record and circulate minutes, and ensure timely completion of action points
Personal Specification
* Proven track record in PA role at an executive level supporting senior level employees, including workload planning and prioritisation
* Ability to build and maintain good professional relationships with a range of colleagues and external contacts
* Exceptional knowledge of all Microsoft Office applications including Word, Excel and PowerPoint.
* Excellent administrative, interpersonal and communication skills (both oral and written)
* Experience of minute taking and preparing agendas and papers for meetings
* Significant experience of managing and prioritising a high workload and multiple complex issues and tasks in a changing environment with tight deadlines with the ability to work independently and respond flexibly.
* Team working skills to support working partnerships at all levels
* Working with discretion and an understanding of confidentiality issues