Executive Assistant

Edinburgh, Midlothian
Venesky Brown Recruitment Ltd
Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit an Executive Assistant for an initial 1-month contract on a rate of £14.11-£15.33 per hour PAYE. This role will be hybrid based, with Monday and Friday working from home. Responsibilities:– Provide full confidential administrative support to facilitate the balance of their full range of professional and management responsibilities, both internal and external. To take appropriate action on own initiative wherever possible to ensure all issues are dealt with effectively, diplomatically and timeously.- Plan and manage the smooth workflow of business by identifying and initiating action required in response to the many and varied requests received. To take responsibility for establishing priorities and progressing matters, exercising discretion as appropriate. To draft/respond to correspondence on behalf of senior management, including proactively managing mailbox and the shared email address. – Manage diaries to ensure efficient and effective scheduling of the Senior Leadership Team’s time, pre-empting conflicts and over-commitments. To determine and assure the arrangements for meetings and events convened in line with processes and liaising with internal and external partners as appropriate. To liaise with the Executive Assistant to the Director of Professional Services regarding meetings and activities requiring his/her involvement. – Greet visitors and arrange the provision of hospitality as required. – Progress travel and other procurement-related requests for the Senior Leadership Team using the approved suppliers and systems. Responsible for tracking spend and ensuring that all arrangements are recorded and shared in a timely manner.- Carefully manage, record and process expenses claims in line with established finance procedures. – Provide administrative support to the Executive Committee and relevant committees/subgroups as required, including updating membership lists and governance calendars in a timely manner.- Clerk and provide meeting support including managing Doodle polls, sending out and managing invites, booking rooms and catering, setting up and managing Teams for hybrid meetings, liaising with the Chair to prepare and distribute agendas/papers, accurately minuting meetings and tracking actions. – Manage relevant SharePoint governance pages, ensuring they are updated regularly and that materials are appropriately categorised and shared in accordance with GDPR.- Provide administrative support to organisation-wide meetings and events as required, including liaising with participants regarding logistics and materials, arranging hospitality and venues. – Respond to queries in the shared mailboxes in a timely manner, liaising with central and external colleagues to obtain answers and advocate for staff and visitors. Use good judgement and initiative to decide when to refer queries to line manager as required. – Maintain effective filing system within shared mailboxes, ensuring that relevant correspondence can be located by any team member. – Maintain secure and effective filing system within SharePoint for Office files.- Manage bookings for local rooms and spaces, contacting Estates, IT or Facilities Teams for support when required.- Support procurement within the Office by submitting PO requests within P&M, carefully tracking and receipting goods/services, and ensuring that invoices are paid in a timely manner. – Support the school processes regarding Honorary Fellowships and other Honorary or Visiting roles (including nominations for Emeritus status)- Additional duties as required, including fire stewarding duties and provision of cover for other team members as needed.Essential Skills:– Vocational qualification (N/SVQ 3, ONC or equivalent) plus typically 2 years’ work experience in a relevant administrative role. OR – School education to standard grade or equivalent plus typically 3 years’ relevant work experience.- Demonstrable experience of working in a busy office/administrative based role. – Analytical and problem-solving skills and a proactive approach to seeking out information.- Ability to confidently and proactively work independently, to use initiative and prioritise own work.- Strong organisational and time management skills, with the ability to multitask and cope well under pressure.- An appreciation of the need for tact and confidentiality.- Excellent interpersonal and communication skills (both written and verbal) and at ease when dealing with a wide range of stakeholders from top-level executives to students. – Maintain a high level of accuracy and attention to detail.- Proven experience of working effectively in a team. – Previous committee clerking and meeting support experience. – Excellent IT skills, an experienced user of Word, Outlook, Excel, Teams and SharePoint.- Demonstrated ability and willingness to learn new skills, particularly digital skills.Desirable Skills:– Previous experience supporting senior management in similar busy environment. If you would like to hear more about this opportunity please get in touch.