Executive Assistant - Edinburgh, United Kingdom - Historic Environment Scotland

Historic Environment Scotland
Historic Environment Scotland
Verified Company
Edinburgh, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Details:


Reference number:


Salary:

- £28,058 - £34,302
Job grade:


  • Other
  • Band C
    Contract type:
  • Permanent
    Business area:
  • HES
  • Cultural Assets
    Type of role:
  • Administration / Corporate Support
    Working pattern:
  • Fulltime
    Number of jobs available:
  • 1Contents
Location

About the job


Benefits:

Things you need to know

Location

  • Edinburgh, Scotland, EH9 1SHAbout the job

Job summary:


  • The Executive Assistant will play a key role in supporting the Director of Cultural Assets and the broader Directorate in delivering the HES Corporate and Operational Plan. You will be proactive in providing critical business support to the Director and in representing them while engaging with internal colleagues and external contacts and customers.

Job description:

As one of our valued team members, you'll be doing some of the following to help make Historic Environment Scotland a high performing organisation:

  • You will work on your own initiative creatively managing diaries, scheduling meetings at the right time, right place, always ensuring information, attendees and supporting paperwork is spot on.
  • You will be drafting agendas, minutes and supporting information if required, to ensure meetings operate smoothly.
  • Managing the work of your director by prioritising, researching and creating work schedules that support the most effective way for them to work. You will anticipate their needs and requirements so they can get on with their business.
  • Preparing for meetings and events, advocating for the Director, and drawing on your event management skills to ensure these are organised, effective and inspiring.
  • Creating itineraries and organising travel to maximise the time leaders have.
  • Triaging queries, responding, and drafting responses on behalf of the director, liaising with staff across their teams to ensure timely and appropriate responses, considering your knowledge about their work and commitments.
  • Finding solutions to problems and situations, liaising with stakeholders and organisations to foster good working relationships, organising events, meetings, groups and knowledge sharing and learning.
  • Being the conduit between the director and internal teams, always a positive representative for your executive and portraying professionalism always.
  • Collaborating with the Business Manager and internal teams to ensure a streamlined approach to work, you can help here by talking to them about priorities and requirements of your director.
  • Working flexibly to get the job completed.
  • Planning and orchestrating work to ensure the Director's priorities are met, organisational goals are achieved, and best practices are upheld.
  • Managing the Budget tracker and commission/manage other financial reports on behalf of the Business Manager and Director.
  • Assisting with FOI and EIR enquiries, collation, and responses.

Person specification:


  • Essential requirements:
  • You're experienced in supporting senior leaders, perhaps working in a PA/EA or business manager role previously.
Some of the things we think you will have experience of, and which will be useful are:

  • Highly proficient in the use of Microsoft packages (Excel, PowerPoint, Word)
  • Experience of proactively managing diaries of busy executives
  • Ability to prioritise competing tasks and work independently
  • Excellent written communication skills
  • Desirable requirements:
  • Working knowledge of SharePoint
  • Having an up to date working knowledge of AV and smart technology
  • Experience developing internal processes
  • Experience in event management
  • Experience in working with budgets and expenses

Qualifications & Professional Memberships:


Ideally a relevant qualification in Business Management or Administration would be beneficial and a desire to continue your professional development.

PA Diploma (desirable).


Benefits:

In addition we offer a great benefits package to our employees which includes:

  • flexible working hours (where appropriate)
- special leave
- maternity/paternity leave
- adoption leave
- reimbursement for relevant professional subscriptions
- support for further education and personal development
- study leave for work related courses
- access to a learning resource centre

Health and welfare


We offer you access to:
- our Employee Assistance Programme - for confidential advice and counselling
- an occupational sick pay scheme
- discounts at some local authority leisure facilities
- access to a free Headspace membership
- interest free loans for bicycles and annual travel passes (see 'season ticket' below)
- reasonable adjustments when needed, as part of our Equalities policy

Staff discounts


You will receive:
- free entry to all of our properties (with up to three guests)
- free entry to English Heritage, Manx and Cadw properties

  • 20% off purchases in our retail outlets
Season tickets

You can receive an advance to help with the cost of buying an annua
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