Executive Assistant

Blue Arrow are currently recruiting for an Executive Assistant for our educational client in Edinburgh. The role will see the successful candidate providing high level comprehensive Executive support to the Executive team.

You will act as lead officer for the co-ordination and management of responses to all Freedom of Information requests, ensuring compliance with statutory and legal obligations.

Main duties:

• Provide high quality, professional and confidential support service to the Executive team
• Advise on national protocols, policies and guidance
• Provide briefing papers/reports on parliamentary committees and Scottish Government/Scottish Funding Council policies and guidance notes
• Support the Executive team in the delivery of specified objectives, supporting forward planning ensuring timely completion

• The postholder will be educated to SCQF Level 6 Knowledge of the Microsoft Office suite of packages, particularly Word and Excel, preferably at an advanced level.

• Providing secretarial support for meetings
• Produce draft committee papers and briefing notes on behalf of Executive team members
• Respond to internal and external correspondence
• Carry out research and analysis as requested by members of the Executive team
• Manage and coordinate all FOI responses
• Prepare FOI quarterly reports for Executive/SMT, ensuring all data is accurate.
• Lead on relevant projects as directed by the Executive members, that may involve working with colleagues across the organisation and senior external stakeholders
• Coordinate actions against audit recommendations

• Check claims for expenses submitted by senior management team members ensuring all claims are made in accordance with company policy; report and record sickness absence of Senior management.
• Work in partnership with the Board Secretary to manage all formal Executive requirements at Board and Committee level.
• Responsibility for the development and maintenance of the senior duty management rota in accordance with the incident management procedure.
• Attend and participate in management meetings on a regular basis.
• Communicate and manage confidential and sensitive information in line with GDPR and company policies.
• Contribute to the timely compilation of the organisations operational plans and updates for review meetings.
• Facilitate and support arrangements of workshops, internal/external meetings - always ensuring best value for money
• To support and influence relationships with external stakeholders, e.g., Scottish Government, Scottish Funding Council, Local Authorities, NHS and other public bodies.
• Plan, prioritise and organise own workload to deal with urgent business needs acting with freedom and autonomy.
• Act as an ambassador for the organisation in line with their values and behaviours.
• Support purchase orders and invoice management; ordering via PECOS system
• Provide training and support to new members of staff as required.

Skills/experience:

• Extensive previous experience in an Executive Assistant, PA or administrative support role supporting Senior Management or Board level.
• Experience of working on own initiative in a complex environment, providing a comprehensive and confidential executive support service at an executive level is essential.
• Well-developed practical executive assistant skills e.g. fast, accurate typing ability, audio typing skills, minute-taking experience etc.
• Ability to demonstrate tact, discretion and good awareness of confidentiality issues.
• Flexibility and openness to change is essential.
• Excellent communication skills and the confidence to communicate with a variety of people at all levels.
• Excellent planning and organisational skills.
• Excellent organisational & time management skills, with the ability to prioritise & complete a very busy workload effectively

Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.