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Job description

Executive Assistant

Corporate Services Group, Band 1B

Audit Scotland provides the Auditor General for Scotland and Accounts Commission with the services they need to carry out their duties. Together we ensure that the Scottish Government and public-sector bodies throughout Scotland are held to account for the proper, efficient and effective use of public money. We employ around 340 staff in a wide variety of roles, working in a flexible environment of home and office working as well as from audit sites across Scotland. Our offices are based in Edinburgh, Glasgow, Inverness and Aberdeen.

Overall purpose of the role

You will support senior executives and leaders to help them to make best use of their time so they can focus on delivery of their strategic objectives and priorities. You enjoy organising, prioritising and being at the very heart of driving the business forward. You enjoy working on lots of different priorities at the same time and pro-actively supporting leaders to achieve their goals. You can turn your hand to almost anything, are flexible as and when the business needs it and are solutions focussed with a very resourceful and resilient attitude and nature. Nothing escapes you as your finger is on the pulse to keep your leaders up-to- date with what is going on around the business.

You put to good use your excellent written and verbal skills and some of your strongest skills include fitting in all the urgent business, managing diaries, agenda items and information to support effective meetings and decisions. You can do this without fluster or fanfare and enjoy the fact that no two days ever look the same; however, your self- satisfaction at a job well done every day keeps you motivated. You are a real networker and engage with everyone, always leaving a positive lasting impression.

What you will be doing

As one of our valued team members, you’ll be doing the following to help make Audit Scotland a world-class public sector audit 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 are a secretariat who takes care of the agenda, meeting, minutes and supporting information to ensure forums operate smoothly and effectively.
• Managing the work of your executive team 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, 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.
• Respond and draft responses on behalf of the Leadership Group, always ensuring a timely and appropriate response, taking into account your knowledge about their work and commitments.
• Finding solutions to problems and situations by drawing on your excellent knowledge of the business and using your creative mind to get the desired result. Liaising with external stakeholders and organisations to foster good working relationships, organising events, meetings, groups and knowledge sharing and learning.
• Being the conduit between the leadership group and internal teams, always a positive representative for your executive and portraying professionalism at all times.
• Collaborating with internal teams to develop effective working relationships and ensure a streamlined approach to work, you can help here by talking to them about priorities and requirements of your executive team and being the voice of your Executive.
• Responsible for maintaining complete and accurate electronic files.
• Conduct research, assemble and analyse data to help prepare/edit reports and documents ensuring materials meet quality standards.
• Finding solutions to problems and situations by drawing on your excellent knowledge of the business.
• Deal with a range of confidential information with Data Protection regulations.
• Participate in a range of working groups to deliver outcomes for the organisation.
• You are devoted to your own personal development.
• Working flexibly to ensure the support requirements of the organisation are met. This may require some work out with normal office hours on occasion.

Knowledge and experience

• You will be able to demonstrate significant experience of working at a senior level within a secretarial, personal or executive assistant role.
• You will have experience of engaging confidently with all internal and external stakeholders to form long-standing and credible relationships.
• Advanced use of O365 Microsoft packages and working knowledge of SharePoint and

Teams.

• Have an up to date working knowledge of AV and smart technology.
• Experience of managing multiple diaries of busy executives and working with two or three

Executives at the same time.

• Great written and verbal communication, assertiveness, influencing and negotiation skills.
• Excellent organisational, administrative, strategic awareness and planning skills.
• Ability to effectively prioritise workload – including that of your executive team member, your executive assistant team and your own workload.
• Able to work under pressure with strong resilience.
• You plan in meticulous detail visualising the end outcome while always maintaining flexibility to deal with those last minute ‘urgent’ issues that come up all the time.
• You are knowledgeable about corporate governance and take care of the details to ensure the business operates effectively.
• You manage sensitive matters with a high level of confidentiality and discretion.

Person specification - specific knowledge and experience

Essential

• Excellent organisation and planning skills to manage multiple and competing demands as well as prioritising your own workload.
• Excellent written and verbal skills with the ability to work with people at all levels, network and build strong working relationships internally and externally.
• A high level of attention to detail. 
• Experience in supporting senior leaders with the ability to manage confidential information.
• Ability to work independently and be resourceful.  
• Proactive and innovative with ability to identify opportunities to improve processes and resolve situations.
• Ability to quickly and effectively provide solutions to difficult and complexsituations.
• Experience of managing multiple diaries of busy executives and supporting two or three executives at the same time.
• Good corporate and strategic awareness.
• You have experience with advanced use of O365 Microsoft packages.

Desirable

• Experience of working at a similar level within the public and/or private sector.
• Qualification at any level in Business Management, Administration or other relevant area or previous work experience in these areas.

Other conditions

Audit Scotland is committed to ensuring that:

• We minimise our impact on the environment in accordance with Government policy affecting public sector organisations.
• We uphold the principles of equality, fairness & diversity.
• We all work within a safe environment and adhere to good standards of health & safety.
• All information is protected and managed appropriately.
• We maintain independence and political neutrality.

Job Types: Full-time, Permanent

Salary: £30,753.00-£34,330.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Flexitime
• Sick pay
• Work from home

Schedule:

• Flexitime
• Monday to Friday

Work Location: Hybrid remote in Edinburgh, EH3 9DN

Reference ID: 0477