Personal Assistant (Executive Leadership Team)

The Personal Assistant plays a pivotal role in providing proactive, professional and highly confidential support to members of the Executive and Senior Leadership Team, enabling them to operate effectively and focus on delivering organisational priorities. Acting as a trusted point of contact for senior stakeholders, the postholder will build effective working relationships across the organisation, provide high-quality administrative and project support, and ensure that Executive and Board-related activities are delivered efficiently, professionally and with the highest levels of discretion and attention to detail.  

The role involves:

Executive Support

• Provide high level intuitive executive support to the Executive Leadership Team including; actively managing diaries, outstanding actions and provide support to the Executive team to execute workload
• Forward plan the Executive’s time to ensure adequate time is allocated for delivery and review of any upcoming key priorities and documents.
• Planning and scheduling meetings and calls; ensuring relevant information is accessible electronically; including contact details and directions as well as arranging travel between meetings.
• Working closely with the PA to CEO, Corporate Services Director and Board in managing conflicting schedules and adapting to rapid change as and when necessary
• Support the PA to CEO, Corporate Services Director and Board by providing high level executive support to actively stay across issues contained in operational meetings including; taking accurate minutes as required and circulate in a timely manner while maintaining a high level of confidentiality.
• Lead on managing all and associated action logs in a timely manner to ensure follow up by the Executive and Senior team on outcomes are delivered.
• Actively contribute to the success of the wider team, including providing a leave back-up for the PA to the CEO, Corporate Services Director and Board.
• Take accurate and comprehensive minutes, recording decisions, actions and key discussion points, and circulate outputs promptly following meetings including following up on any action logs

Corporate Administration & Project Support

• Process purchase card transactions, expenses and associated administration relating to Executive and Board business activities, including travel, accommodation and events.
• Provide administrative support for organisational projects and business improvement initiatives as required by the PA to CEO, Corporate Services Director and Board.
• As a People and Support Services colleague, support the implementation of administrative processes and continuous improvement initiatives as required by the Head of People and Support Services.
• Undertake additional project or administrative responsibilities appropriate to the level of the role, as required by the Head of People & Support Services.

Meeting & Governance Support

• Coordinate and support ELT meetings and other senior management forums, ensuring agendas, reports and supporting papers are prepared and distributed in a timely manner while maintaining a high level of confidentiality.
• Provide administrative support as required by the PA to CEO, Corporate Services Director and Board, including preparation and distribution of papers, meeting coordination and action tracking, in line with agreed governance process.
• Lead on effective governance by ensuring accurate record keeping and secure management of meeting documentation.
• Act as a key point of contact for administrative enquiries relating to ELT and SLT meetings and actions, building positive working relationships across the leadership team.
• Work Closely with PA to CEO, Corporate Services Director and Board to ensure the data held across the organisation relating to ELT and SLT reports are in line with governance requirements and the Zero Waste Scotland retention policy.
• Support the People team on ensuring data held internally is regularly reviewed and cleansed as per governance requirements and Zero Waste Scotland retention policy.

NB While this role is primarily home-based, there will be some requirement to attend the office or other meeting locations to support meetings.