Venesky-Brown’s client, an organization in Edinburgh, is seeking an Executive Assistant on a 6–8 week contract with potential for permanent, hourly rate £15.17–£16.76 (PAYE). The role will be hybrid, with 2–3 days onsite, and part‑time 3 days a week may be considered.
Responsibilities
* Provide PA assistance to the Chief Executive (CEO) and the Executive Management Team (EMT).
* Act as the first point of contact for internal and external contacts, and manage diary, e‑mail, expenses, mail and travel arrangements for the CEO.
* Coordinate, collate and distribute papers and minutes for Board of Management, Committee and other meetings.
* Assist the CEO and EMT with consulting, event planning and coordination with internal teams, external partners and customers.
* Draft the annual schedule of EMT meetings and ensure EMT member calendar entries are updated.
* Compile agendas, maintain the forward plan, liaise with managers to ensure papers are received timely and maintain the decision log for EMT meetings.
* Support the maintenance of files for the CEO and EMT.
* Assist with approval of supplier invoices and payments.
* Organise and service Board and Committee meetings, ensuring information is provided timely, accurate records are kept, agendas are well planned and work closely with the Governance & Assurance Manager to improve Board information.
* Lead the Board and Committee electronic mailing process, producing meeting packs and storing documents for each Committee meeting.
* Assist and support the Governance & Assurance Manager and Company Secretary in maintaining the Annual Register of Interests, Membership Management, the Company Secretary Board Report, and updating Entitlements, Payments & Benefits Registers.
* Coordinate arrangements for the Annual General Meeting and Special General Meetings, ensuring the event runs smoothly on the day, sourcing and organising the venue, issuing invites, managing papers and awards.
* Maintain a list of policies/strategies and ensure 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 the role’s contribution to the team and departmental priorities.
* Regularly review working practices to identify improvements that simplify processes and decision making.
* Provide support to the Manager as required.
* Act in a fair and respectful manner when dealing with others.
* Proactively contribute to the work of the whole team.
* Work with your manager to regularly review priorities, objectives and timescales.
* Deliver agreed outcomes on time and to standard, using initiative.
* Take ownership for complaints and issues, focusing on providing the right solution and keeping customers updated with progress.
Qualifications
* Substantial experience in a senior administrative/PA role, including servicing meetings, organising events and supporting day‑to‑day requirements.
* Experience carrying out complex administrative tasks with a high degree of accuracy.
* Proven ability to handle sensitive and confidential information.
* Advanced written and oral communication skills, with the ability to produce general correspondence.
* Experience recording and producing minutes from meetings.
* Effective IT skills – proficiency in 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, able to communicate effectively with a wide range of people.
* Ability to work with minimum supervision, using own initiative as appropriate.
* Commitment to the aims and objectives of the organisation and to the ethos of the sector.
* Ability to work at pace and manage a varied workload of multiple tasks.
* Will travel to and work from Glasgow and Edinburgh offices and various sites as required, especially for Board or Committee meetings.
* Willingness to participate in training and travel to attend training/meetings as required.
* Awareness of Freedom of Information and General Data Protection Regulations.
* Experience servicing and supporting a voluntary Board or Committee.
* Experience within an RSL.
* Experience liaising with external partners.
* Awareness of the SHR Regulatory Framework.
* Education to HNC level (or equivalent).
* Driving licence and access to a car.
Seniority Level
Mid‑Senior level
Employment Type
Contract
Job Function
Administrative
Industries
Executive Offices, Office Administration, and Administrative and Support Services
If you would like to hear more about this opportunity please get in touch.
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