Executive Support Officer

Community Energy Scotland is recruiting for an Executive Support Officer
. We are seeking a highly organised, proactive, and trustworthy Executive Support Officer to provide high-level administrative and strategic support to CES’ CEO and Directors, and wider Management Team on occasion. The role requires exceptional organisation, discretion, and the ability to manage priorities in a fast‑paced environment. The successful candidate will manage day‑to‑day tasks, coordinate schedules, and ensure smooth operation of professional activities.

The successful candidate will work directly with the CEO and Directors, managing day‑to‑day tasks, coordinating schedules, taking on the executive’s administrative tasks and providing secretariat to the Management Team. The main aim of the post is to reduce the administrative burden on the CEO and Directors, and there will be some trialling of tasks in the first few months to determine which are most effective in achieving the aim, and therefore some tasks may be prioritised while others may be dropped.

Your role will be to deliver the following tasks:

• Act as a trusted gatekeeper for the CEO and Technical Director, managing communications and prioritising requests
• Provide comprehensive executive support to the CEO, including diary, inbox, day to day admin and meeting management, prioritising effectively
• Handle any correspondence on behalf of the CEO or directors, including confidential and sensitive information, with the utmost discretion, professionalism and integrity
• Anticipate executive needs and proactively resolve issues to maximise effectiveness and increase efficiency
• Undertake desktop research to identify local priorities and needs related to energy

• Coordinate and prepare for Management Team and other internal meetings, preparing agendas & briefings and taking minutes
• Track actions, deadlines, and deliverables for the Management Team and provide reminders to ensure follow through
• Attend meetings at request with the CEO and Technical Director, taking notes and actions for them
• Organise Board meetings, confirming the agenda with the Executive Team and Chair, ensuring quorum, creating the Board Meeting Pack using papers and updates from staff, and taking minutes.
• Taking minutes for the CES Trading Board Meetings.
• Provide support to governance processes, such as updating internal CES budgets
• Act as a key point of contact for the CEO, liaising with senior stakeholders and external partners
• Draft and format correspondence, reports, presentations and briefing documents for the CEO and Technical Director
• Support with proof‑reading key documents
• Provide administrative support to HR, including processing staff forms, monitoring EDI and drafting/updating documents
• Make travel arrangements, including flights, accommodation, and itineraries for CEO and Management Team
• Lead and co‑ordinate two CES in‑person Team Meetings a year
• Work as part of a team on the delivery of CES’ Quality Assurance Self‑Assessment

• Provide support in organising CES’ Annual General Meeting
• Ensure GDPR compliance within CES HR processes and filing system
• Provide administrative support for staff recruitment
• Support the Head of Finance with finance admin
• Support with research tasks, review documents, identifying, mapping and summarising information
• Support HR with updating and creating internal CES policies
• General administration for project when required

• To keep all personal work records up to date such as annual leave requests, My Hours and

• To play a full role in the evolution and operation of the team at Community Energy Scotland, and support the success of Community Energy Scotland as a whole
• Ongoing requirement to ensure work activity is well communicated to the wider Community Energy Scotland team
• Providing photographs and updates to the Communications Officer for use on social media and the website.
• Maintain a safe working environment ensuring your own personal safety and the safety of others.
• Act as an ambassador for Community Energy Scotland, promoting Community Energy Scotland in a positive manner.
• Ensur…