Executive Assistant

Location: York Place

ASA Recruitment’s client, a Public Sector organisation in Edinburgh, is currently looking to recruit an Executive Assistant on a hybrid basis working 3 days in the office per week, on an initial 3-month contract (with potential extensions) on a rate of c.£250/day inside of IR35 (based on experience).

The Role:

To manage and provide a comprehensive support service to the Chief Investment Officer (CIO). A key objective of the role is to ensure support is efficient, effective and professionally managed. This includes complex diary management, internal and external customer and stakeholder handling, travel arrangements and full administrative support including departmental and project management.

Responsibilities:

* Diary Management:
Support the CIO in the delivery of their objectives through effectively managing their time to ensure it is best spent, forward planning of schedule, responding promptly to accommodate evolving priorities.

* Reporting schedules and actions tracking – support the CIO in building departmental action plans and reporting schedules and then assisting in maintaining and managing those.

* Correspondence Handling:
Assist with management of correspondence received drafting responses where appropriate to ensure customer/stakeholder receives a timely response.

* Email/Phone:
Manage email sent to the CIO, proactively responding on their behalf or delegating where appropriate.

* Travel & Expenses:
Ensure all travel and accommodation requirements are arranged for all UK and Overseas visits and are fully compliant with policies and procedures. Track and process expenses claims incurred by the CIO and Investment departments where applicable.

* Administration:
Maintain office systems including data management and filing, in line with relevant policies, including GDPR.

* Comply with all policies and deliver against all relevant statutory, regulatory, supervisory and legal obligations.

Essential

Experience:

* Proven experience of supporting an Executive at Board or senior level ideally gained in a fast paced / agile environment.

* Experience of working with senior staff and key influencers.

* Excellent attention to detail.

* High level interpersonal and organisational skills.

* Experience of handling sensitive and confidential information.

* Self-motivated and ability to prioritise well, align competing priorities and deliver to tight deadlines in a high-pressured environment. Proactive in their delivery, using their initiative to move matters forward on behalf of their respective Executive whenever possible.

* Excellent knowledge of Microsoft Office.

* Ability to work across teams and office functions.

* A sound knowledge and understanding of the organisation’s strategic priorities and objectives with the wherewithal to build relationships and awareness across the office.

* Demonstrate high level of customer service.

* Have the willingness to accept responsibility and make decisions.

* An ability to work independently and be capable of organising own workload and priorities without supervision.

* Confident and capable dealing with senior stakeholders across the organisation