Executive Assistant

Overview

Executive assistant supporting CEO and EMT with admin, board, and governance duties

Key Responsibilities

• governance docs
• meeting coordination
• minutes recording
• diary management
• invoice approval
• complaint resolution

Tasks

- Assist with the induction of new Board members. - Take responsibility for delivering agreed outcomes on time and to standard, using your initiative - Provide support to your Manager as and when required - Coordinate training and development activities for Board members - Assist CEO and EMT with coordination of activities such as consultations, event planning with internal teams, external partners and customers as required - Recording and producing minutes from meetings - Support approval of invoices for supplier payments as required - Take ownership for complaints and issues, focusing on providing the right solution, keeping customers up to date with progress - Service and support EMT Meetings compiling agendas, maintaining forward plan, liaising with mangers to ensure papers are received timely and maintain the decision log - Work with your manager to regularly review your priorities, objectives and timescales - Support the maintenance of files for CEO and EMT - Ensure that a list of policies/strategies is maintained and kept up-to-date including ensuring relevant staff are advised of review dates; - Effective administrative support to the CEO which will include acting as first point of contact for internal and external contacts, diary management, e-mail management, expenses management, dealing with incoming mail and arranging travel. - Upload, update, and manage governance-related documentation on the intranet and members’ area of the website. - Provide PA assistance to the Chief Executive (CEO) and other members of the Executive Management Team (EMT); - Co-ordinate the arrangements for our Annual General Meeting and Special General Meetings ensuring that the event runs smoothly on the day and contributing to a positive experience for all attendees. This will include sourcing and organising the venue, issuing invites, papers and management of long service or other employee awards. - Draft the annual schedule of EMT Meetings and ensure EMT member calendar entries are updated - Co-ordinate, collate & distribute papers and minute Board of Management, Committee and other meetings as required; - Organise and service Board and Committee meetings, ensuring meeting information is provided timely, true and accurate records are kept and that agendas are well planned, working closely with the Governance & Assurance Manager to continue to improve information provided to the Board. - Regularly review your working practices to identify improvements that simplify processes and decision making - Lead the Board and Committee timely electronic mailing process, producing meeting packs and storing documents for each Committee meeting for our records - Assist and provide support to the Governance & Assurance Manager and Company Secretary in maintaining the Annual Register of Interests, Membership Management, The Company Secretary Board Report/ Updating Entitlements, Payments & Benefits Registers.

Requirements

• ms office
• driving licence
• hnc
• senior admin
• rsl experience
• confidential handling

What You Bring

- Awareness of Freedom of Information and General Data Protection Regulations - Effective IT skills to operate MS Office (Teams, Outlook, SharePoint, Word, Excel and PowerPoint) and other Applications - To be willing to participate in training and travel to attend training/meetings as required. - Driving license and access to a car - Awareness of SHR Regulatory Framework - Awareness of Governance & Compliance processes - Educated to HNC (and or equivalent) level - Advanced written and oral communication skills to produce general correspondence - Post holder will be able to travel to and work from our Glasgow and Edinburgh offices and various sites as required, particularly where Board or Committee meetings require in-person attendance. - Ability to work at pace and manage a varied workload of multiple tasks - Standard Grade English & Maths - Experiencing of servicing and supporting a voluntary Board or Committee - Experience within a RSL - Good interpersonal skills to communicate effectively with wide range of people - Substantial experience in a senior administrative/PA role including servicing of meetings, organisation events and supporting day to day requirements - Developed skills in writing key documents such as letters, minutes, reports and record keeping - Ability to work with minimum supervision, using own initiative as appropriate - Experience of liaising with external partners - Demonstrable experience in a similar role with particular emphasis on handling sensitive and confidential information - Substantial experience of carrying out complex administrative tasks with a high degree of accuracy

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Benefits

Venesky-Brown’s client, an organisation in Edinburgh, is currently looking to recruit an Executive Assistant for a contract of 6- 8 weeks with possibility of going permanent on an hourly rate £15.17-£16.76 (PAYE). This role will be hybrid based with 2-3 days onsite with the first few weeks to be 5 days onsite. Candidates that can work part-time: 3 days a week will be considered.

About Venesky Brown

-Grew from a single office to nationwide coverage via hubs in Edinburgh, Milton Keynes & Birmingham. -Delivers bespoke recruitment for major public-private projects—from energy and rail to higher education and digital transformation. -Team expertise spans Construction, Engineering, IT & Digital, Professional Services and Public Sector frameworks. -Staff volunteered with Cross Tay Link Road project to aid school grounds restoration.

Sector Specialisms