Executive Assistant - Edinburgh, United Kingdom - Rettie & Co

Rettie & Co

Verified Company

Edinburgh, United Kingdom

3 days ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Location:
Edinburgh - with some travel to branch locations for meetings and events and option for hybrid working after successful onboarding

Reports to:
Chief Operating Officer & Commercial Director

Weekly Hours:37.5 h (Mon - Fri; 9:00 am - 5:30 pm)

Purpose of the Role

As Executive Assistant, you play a critical role in ensuring the efficient and effective operation of the Executive Team and also work closely with frontline colleagues and the Operations Team.

By working collaboratively at all levels within the organisation, you benefit from an in depth understanding of the business strategy, priorities and projects.

You build positive relationships with all your colleagues enabling you to work effectively across multiple projects and activities, using face to face and phone / online communication.

You report to the Chief Operating Officer and Commercial Director, working closely with them on a day-to-day basis, providing you the opportunity to learn about and be involved in both the operational and commercial aspects of the business.

You understand our focus is to find ways to continually enhance our customers' experience and to ensure we build a Great Place To Work for our teams.

You are committed to supporting the Executive Team to realise these goals and actively contribute you own ideas and solutions.

You provide general administrative support to the Executive team, including preparing project briefs, planners and updates and collating management reporting to enable strategic discussions and decision making.

You regularly work with sensitive information and understand the requirement for confidentiality and discretion. You are an expert user of the MS Office platform and understand the Rettie information infrastructure.

You have a structured and organised approach to your work and support the Executive Team to ensure they deliver projects on time and on budget.

You take responsibility for ensuring Health & Safety and Facilities Management tasks are maintained according to the appropriate schedules and you proactively direct the Executive Team to any issues that require their attention.

Key Responsibilities
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Executive Team Support_

Manage the Executive Team's agenda, including scheduling of weekly, monthly, and quarterly reviews and the annual business planning process
Provide administrative support to the Executive Team by preparing meeting agendas and reports / briefings in advance of meetings and taking minutes and following up action plans
Follow up actions from meetings with relevant teams and reporting back to the Executive Team on progress
Maintain Executive Team information systems, across MS Office platforms including Teams and SharePoint
Act as project coordinator for strategic projects, ensuring effective project plans are in place and actions are implemented and followed up / reviewed
Coordinate the Commercial Director's monthly and quarterly department meetings and direct report 121 meetings
Discretely handle confidential information and communication
Assist in other ad hoc administrative duties to ensure the effective operation of the Executive Team

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Operational Responsibilities_

Health & Safety_
Support Risk & Compliance Manager and COO in preparation Risk & Compliance reports, briefings and presentations
Coordinate Health & Safety at Work processes including, but not limited to:
Fire Risk Assessments and associated safety checks and actions (e.g. EICR, Portable Appliance Testing, Gas Safe checks etc)
Annual maintenance of security and fire alarm systems
General Risk Assessments for offices
Display screen equipment (DSE) assessments
Preparing and supporting the delivery of internal Health & Safety training
Exceptional H&S requirements e.g. Covid Protocols
Facilities Management_
Support the management of office leases and renewal processes
Coordinate office maintenance and repairs in line with tenant obligations
Project manage office refurbishment projects under the direction and supervision of the COO
Internal Communication_
Coordinate the implementation of the internal communication plan, including
Setting up and running MS Office Team meetings and events
Setting up and running in person manager briefings and employee townhalls
Collating and deploying up to date content on the company intranet

Key Requirements
-
Essential_

Minimum of 2 years' experience in a administrative role with confidential responsibilities
Proven ability to analyse data and provide insightful, well presented reports
Proven ability to communicate effectively and build relationships at all levels of the organisation
Proven ability to facilitate change and implement new ways of working
Experience working with a CRM system
Expert in the use of MS Office (Word, PowerPoint, Excel, Outlook, Teams, SharePoint in particular)
Behavioural Competencies_
Customer focused
Innovative thinking
Problem solvi