Executive Personal Assistant

Venesky-Brown’s client, a public sector organisation in Falkirk with hybrid working, is currently looking to recruit an Executive Personal Assistant for an initial 3 month contract on a salary of £16.11per hour. The working hours for this role will be 37 hours per week, working Monday to Friday – 9am to 5pm. Teams Interviews will be held on Monday 5th February for this role.  
Responsibilities:
- To directly provide full executive support to the CEO including diary management, administration, travel arrangements and meeting preparation and working on specific projects and research as required (main person supporting CEO, with wider duties discharged through Administration & Governance team). 
- Maintain and control appointments and complex diary arrangements, arrange internal and external meetings including facilities and itineraries, distribution of material and travel arrangements. Coordinate diaries to ensure efficient timing of meetings. Ensure that meetings are planned well in advance with sufficient time for preparation. Appropriate communication and tracking of actions points and deadline following meeting and events.  
- Produce confidential and non-confidential typed correspondence, reports and other documents to high standards of spelling, grammar and punctuation, including drafting letters on behalf of both the CEO and Executive Management Team in line with corporate standard formats.  
- Line Management of the Administration & Governance Team of four to include, weekly team and individual meetings, objective setting, mentoring and monitoring and absence management. 
- Working collaboratively with the Head of Governance and Legal Services (as Secretary to the Board and Audit & Risk Committee) in pro-active forward planning and preparation of agenda and reports for Board and Audit & Risk Committee meetings including scheduling meetings, seeking approval of draft agenda and reports, ensuring the timeous circulation of papers, and maintaining the integrity of records including outstanding action/matters arising reports. 
- Providing proactive support for the Chair, Board Members and Audit & Risk Committee Independent Members 
- Providing Secretariat service for the Executive Management Team and Senior Management Team meetings including scheduling meetings, circulating papers, and maintaining the integrity of governance records.  
- Overseeing the Secretariat service for Scottish Canals internal governance committees and working groups including scheduling meetings, circulating papers, and maintaining the integrity of governance records. 
- Point of contact for Transport Scotland Sponsor Team and Transport Minister’s office. 
- Work collaboratively with the Head of Customer Experience & Delivery and Head of Corporate Communication & Marketing to ensure all key stakeholder enquiries are acknowledged and responded to timeously. 
- Use initiative to filter and prioritise issues for referral to the board, Executive Management Team  and/or CEO.  
- Use judgement regarding confidential issues and release of information to internal and external contracts  
- Use initiative to ensure the CEO and Executive Management Team  time is coordinated and planned to maximise efficiency.  
- Use initiative to interpret and respond to requests for information.  
- Cooperate with, support, influence, consult and inform colleagues from across the business at a high level including senior managers.  
- Deal professionally with enquiries from Government departments, media and customers on a variety of matters.  
- CEO budget management with Finance department and completion of purchase requisitions. 
Essential Skills:
- NVQ in Business Administration Level 5 or HND equivalent 
- Proven EA and organisational skills at Director/CEO Level   
- Line management experience 
- Accurate literacy and numeracy skills  
- Excellent levels of written and verbal communication skills 
- Highly proficient in the use of computers and business software e.g. Microsoft office, word, dictation, excel, PowerPoint etc. to create high quality documents. 
- Attention to detail and accuracy 
- High level of interpersonal skills and ability to act with tact and diplomacy  
- Excellent organisation and prioritisation skills 
- Able to work without direct supervision 
- Ability to prioritise own workload to achieve business led or specifically detailed deadlines. 
- Judgement regarding confidential issues and release of information to internal and external contacts. 
- Use of initiative to interpret and respond to requests for information. 
- Ability to co-operate with and support colleagues from within your team and other teams. 
- Ability to deal with internal and external enquires in a professional manner providing appropriate information and guidance 
- Team player able and willing to work with colleagues at all levels of the business 
If you would like to hear more about this opportunity please get in touch.