Executive Assistant

Post Details

Full time
Open ended

The closing date for applications is midnight on Sunday 03 March 2024.
Interviews are expected to take place in person on Wednesday 13 March 2024 .

There is an expectation that work will be undertaken in the UK.

For the purposes of sponsorship, this is a role under SOC code 4215.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

We are seeking a skilled, highly organised, and dynamic individual for the role of Executive Assistant to the Executive Director of HR & Organisation Development. This position is instrumental in providing high-level administrative support to the Executive Director, facilitating communication, managing budgets, and contributing to the efficient and smooth operation of the directorate.

The ideal candidate will be proactive with an eye for detail alongside being capable of handling and prioritising a wide range of administrative tasks.

Experience of budget management and reconciliation, continuous improvement of operational processes as well as highly developed digital skills are required. Candidates will be expected to operate with discretion, exercise sound judgement and be confident communicating with staff across all levels of the organisation.

Description of Duties

• Manage the Executive Director’s calendar, schedule appointments and co-ordinate meetings
• Act as the first point of contact for the Executive Director, managing and responding to incoming correspondence, emails, and telephone calls, progressing, and tracking matters as appropriate including identifying priority items of business for immediate attention and taking action and identifying courses of action where possible
• Manage travel arrangements, itineraries, and related expense reporting
• Draft, proofread and edit documents, reports and correspondence as required
• Co-ordinate all papers required for committee/other meetings including organising and preparing agendas, gathering papers, preparing minutes, and tracking the progress of actions across the directorate
• Lead and manage directorate support staff
• Lead, manage (and oversee) directorate operational activity including that associated with health and safety, business continuity and space management
• Develop, implement, and seek ways to continuously improve office administrative systems and procedures, to ensure the efficient running of the HR & OD Directorate and optimisation of space
• Manage and reconcile directorate budgets (including processing purchase orders and invoices) and associated spend to ensure quarter end and budget planning is accurate
• Co-ordination and oversight of papers required for committee/other meetings including organising and preparing agendas, gathering papers, preparing minutes, and tracking the delivery of actions across the directorate
• Assist in the planning and delivery of directorate projects, ensuring deadlines are met and objectives are achieved
• Gather information on specific topics, preparing summaries and reports to assist the Executive Director in decision making
• Develop and maintain excellent, professional working relationships and work collaboratively with a range of stakeholders within and out with the University, acting as a role model for the HR&OD directorate
• Represent the Executive Director of HR & OD and other senior members of the directorate as appropriate
• Contribute to, and participate in, sector and other external bodies and networks
• Undertake any other duties as required in line with the role requirements

Essential Criteria

• Educated to degree level or equivalent
• Excellent digital skills including those related to Microsoft SharePoint, word, excel, PowerPoint
• Substantial experience as an Executive Assistant/PA working directly to an executive level position within a large and complex organisation
• Excellent organisational skills, with the ability to work pro-actively, calmly, and accurately to prioritise and manage high volumes of activity at the same time
• Strong written and verbal communication skills, with experience of drafting and developing communications that can often be complex, time sensitive and have related compliance or legal contexts
• A team player with a flexible approach and ability to both influence and enable others to adapt to change
• Excellent attention to detail, including proof reading skills
• Ability to deal with highly confidential and sensitive information with discretion and diplomacy, always maintaining confidentiality
• Experience of providing committee support, drafting agendas, and writing minutes to tight deadlines
• Experience of office management e.g. supplier management, budget management, event management and coordination
• Experience of managing systems for tracking workflow and follow up actions
• Flexible approach, self-motivation, resilience, and ability to work calmly under pressure

Desirable Criteria

• Knowledge of the higher education sector and current issues and challenges facing universities
• Knowledge of HR practices

Behaviours and Competencies

The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.

About Us

The work of the HR & Organisation Development service is to connect and collaborate with leaders, managers and employees across the University to:

• Support the development and performance of our people, teams and the University
• Enhance the leadership, management and team member capability
• Enable the professional agility that nurtures resilience and delivers sustainable change
• Further employee engagement and collegiality within the University
• Support the culture of a learning organisation where our people seek to continually further their capabilities and apply them, to create change

HR & Organisation Development delivers a range of University-wide, strategically-focused development programmes and projects.

The University

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions, and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021).

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 30 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 140 nationalities represented on its scenic central Scotland campus alone. The University – also home to 1,700 staff – is ranked first in the UK and top three in the world for its campus environment (International Student Barometer 2022, wave two). Ranked first in the UK and top five in the world for its sports facilities (International Student Barometer 2022, wave two), Stirling is Scotland's University for Sporting Excellence. Its world-class facilities provide the perfect training environment for the University’s sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

The University has twice been recognised with a Queen's Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019).

The University is a signatory to the £214 million Stirling and Clackmannanshire City Region Deal and a central partner of the Forth Valley University College Health Partnership.
www.stir.ac.uk @stiruni

Job Reference: SERV01808