Executive Assistant

Description:

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