Executive Assistant Job Edinburgh area,Scotland UK,Administrative/Clerical

Description

We are seeking a highly organised resilient and proactive Executive Assistant to join our Business Management Unit (BMU). This role provides direct support to the National Records of Scotland (NRS) Chief Executive as well as the wider Executive Management Team.

This is a varied and engaging role at the heart of senior decision-making within the organisation. It offers valuable exposure to the leadership and operation of a Scottish Government public body along with opportunities to develop a broad range of skills.

The role requires strong judgement discretion and the ability to manage competing priorities in a fast-paced environment. You will play a key role in ensuring the effective running of the CEOs office supporting decision-making governance and engagement with senior internal and external stakeholders..

Responsibilities

Provide comprehensive day-to-day office support including visitor coordination and alignment of the CEOs schedule with organisational priorities
Manage a complex and dynamic diary prioritising meeting requests and preparing timely briefings and supporting materials
Oversee inbox and correspondence management including filtering prioritising and coordinating responses to high-level and sensitive communications (e.g. Parliamentary Questions and CEO correspondence)
Track correspondence deadlines ensure timely follow-up and escalate urgent or high-priority issues to the CEO/Director
Deliver operational and administrative support including complaints FOI ministerial systems and organising travel in line with the NRS Carbon Management Plan
Provide end-to-end meeting support including logistics documentation briefing packs minute-taking and tracking actions to completion
Act as a key point of contact building strong relationships and communicating professionally with internal teams Ministers and external stakeholders
Support governance processes and drive continuous improvement by promoting efficient ways of working and enhancing processes within the BMU and CEOs office

Responsibilities

Success profile

Success profiles are specific to each job and they include the mix of skills experience and behaviours candidates will be assessed on.

Experience

Proven experience providing high-level executive or administrative support with a high degree of discretion professionalism and attention to detail

Excellent organisational skills with the ability to manage competing priorities and work effectively in a fast-paced environment

Strong communication and stakeholder management skills with confidence in building and maintaining effective working relationships

High proficiency in Microsoft Office particularly Outlook Teams and Word with strong written and verbal communication skills

Behaviours:

Managing a Quality Service
- Level A

You can find out more about Success Profiles Behaviours here:
Behaviour levels
- Success profiles: candidate guide -

How to apply

Apply online providing a CV and Supporting Statement (of no more than 750 words) which provides evidence of how you meet the skills experience and behaviours listed in the Success Profile above. If invited for further assessment this will consist of an interview and Presentation.

Artificial Intelligence (AI) tools can be used to support your application but all statements and examples provided must be truthful factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others or generated by artificial intelligence and presented as your own) applications will be withdrawn and internal candidates may be subject to disciplinary action.

Please see our candidate guidance for more information on acceptable and unacceptable uses of AI in recruitment.

Assessments dates to be arranged.

This role is open to internal candidates andCommon citizenshiporganisations only.

Recruitment Principles
As a government organisation we adhere to the Civil Service Commission Recruitment Principle sand we investigate any complaintsreceived in relation to recruitment cases.

Qualifications

About us

National Records of Scotland (NRS) is Scotlands record keeper. Our purpose is to collect preserve and produce information about Scotlands people and history and make it available to inform current and future generations. We offer rewarding careers and employ people across Scotland in a wide range of professions and roles.

NRS is a Non-Ministerial Department of the Scottish Government & and our staff are partUK Civil Service working for Ministers and senior stakeholders to deliver vital public services which improve the lives of the people of Scotland.

We offer a supportive and inclusive working environment along with a wide range of employee benefits. Find out more aboutwhat we offer.

As part of the UK Civil Service we uphold the Civil Service Nationality Rules.

Working pattern

Our standard hours are 35 hours per week we offer a range of flexible and hybrid working options depending on the needs of the role. If you have specific…