Executive Assistant

Roslin, Midlothian
Valeco Recruitment Ltd.

Valeco Recruitment are delighted to be partnering exclusively with our client based at The Bush Estate, Roslin to hire a permanent full time Executive Assistant.

This is a rare opportunity where you will be working as an EA along with a HR service partner, with the support of your leadership team.

Reporting directly into the CEO this is an exciting opportunity.

What will you be doing?

• Provide a professional HR service to colleagues through supporting in areas such as recruitment and selection, induction, performance management, employee benefits, training and development and others.
• Act as the Superuser for the HR system (BreatheHR) ensuring this is maintained and up to date.
• Coordinate all Team meetings and retreats and assist with staff meetings and events as needed.
• Run employee surveys to achieve a better insight into the views and expectations of staff.
• Help define and celebrate success by implementing an annual recognition scheme and awards.
• Improve systems and skills for employee communication and engagement either through existing means or through new ideas.
• Support managers to play a more active role in communicating and cascading key messages (internal comms, Breathe HR, team meetings).
• Streamline performance management processes to improve systems for monitoring participation and effectiveness (one-to-ones, appraisals, development plans), i.e. via BreatheHR.
• Develop Performance Improvement Policy and implement effective KPI’s with management team.
• Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the Board, CEO, and staff, demonstrating leadership to maintain credibility, trust, and support with the Operations Team
• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Work with the Executive Team to coordinate the Chairman and CEO’s external stakeholder management. Follow upon contacts to cultivate strong relationships.
• Support with HR Admin including arranging interviews, sending out contracts of employment and keeping employee personal information up to date and secure.
• Provide sophisticated calendar management for the Chairman, CEO and Directors. Prioritise enquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute reports. Record meeting minutes as Board Secretary. Adhere to applicable rules and regulations to ensure good governance.
• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Board, including those of a highly confidential or critical nature. Prioritise and determine appropriate course of action, referral, or response, exercising judgement to reflect the Company’s values and policies.
• Work closely with the Chairman and CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the Chairman and CEO updated. Anticipate their needs in advance of meetings, conferences, etc.
• Maintain open communications with the Operations team, including meeting regularly with the heads of Engineering and Biology teams and providing information and documents as needed.
• Orchestrate a broad variety of administrative tasks that facilitate the Board’s ability to effectively steward the organisation, including: assisting with special projects; reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organisation grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organisation.

What do we require from you?

• Strong eye for detail
• Excellent communicator with a track record working as an EA with HR experience
• Think fast on your feet while managing a variety of deadlines and tasks
• Comfortable in reporting and presenting up to CEO level

An exceptional salary and benefits package are on offer, including hybrid working.

Interested?

Then we would love to hear from you with your CV and your introduction telling us more about you! Please note successful applicants will be emailed to attend an interview online, please do check your emails regularly and your junk/spam folders.