Executive Assistant to Chief Operating Officer in Dundee

Hours: 35 hours per week

Working Pattern: 8.30am – 4.30pm or 9.00am – 5.00pm with a one‑hour unpaid break. A degree of flexibility is required with working hours to fulfil the requirements and demands of the role. This may include earlier starting times or working later at meetings, for example.

Contract Type: Permanent, all year round

Reporting to: Chief Operating Officer - COO

Direct Reports: N/A

Location: Euclid Campus, Euclid Cresent, Dundee, DD1 1HU

Salary: £33,000 - £35,000 per annum dependent on experience

Job Purpose

The EA to the COO provides high‑level administrative and organisational support, ensuring efficient day‑to‑day management of the COO’s workload and a significant governance component, including coordination of Board and Committee activity, preparation of papers, minute taking, and action tracking.

Key Outputs & Responsibilities

• Executive Assistance to the COO

• Act as first point of contact for the COO, managing incoming communication, requests and issues with discretion and sound judgement.
• Proactively manage the COO’s diary, ensuring prioritisation, forward planning and accuracy, including arranging meetings, calls and appointments as required.
• Ensure the COO is fully prepared for all meetings and engagements through the timely collation, organisation and summary of relevant documentation or information.
• Schedule and coordinate meetings on behalf of the COO, taking minutes where required.
• Draft, review and manage correspondence on behalf of the COO, including sensitive communications requiring confidentiality and tact.
• Build effective working relationships with senior stakeholders, acting as liaison between the COO and the wider school community.
• Develop and maintain office systems, including data management and filing both paper and electronic.
• Liaise between Executive Team and other departments to ensure alignment and effective flow of information.
• Actively participate, as required, in project groups relating to the COO and non‑teaching departments, acting as a point of coordination and support, tracking progress and ensuring deadlines and deliverables are met.
• Attend meetings on behalf of the COO to take notes and provide input where necessary.

• Lead the end‑to‑end coordination of Board and Committee meetings, ensuring all logistical, administrative and compliance requirements are met.
• Develop and manage an annual meeting calendar for the Board and sub‑Committees.
• Collate, proofread, and organise Board and Committee papers, ensuring accuracy and timely distribution.
• Upload and manage documentation within the board portal, maintaining version control and ensuring accessibility for all relevant parties.
• Attend all Board and Committee meetings to produce clear, accurate and professional minutes that reflect discussions, decisions and actions.
• Maintain a comprehensive action log, tracking progress and following up to ensure timely completion.

• Support the administration of bursary and financial support processes, including maintaining records, coordinating documentation and assisting with assessments.
• Ensure all documentation requiring COO review, approval or signature is processed efficiently and tracked appropriately.
• Provide cover for the Rector’s Personal Assistant during periods of absence, ensuring continuity of support.
• Undertake ongoing professional development to maintain and enhance skills relevant to the role.
• Undertake other duties as directed by the COO or Rector, consistent with the responsibilities of the position.

Person Specification

• Qualifications & Experience

• Educated to Higher level (or equivalent experience).
• Proven experience in a senior administrative, PA, or EA role supporting a senior manager or leadership team.
• Experience of preparing documentation for senior meetings, including collating papers, coordinating inputs and minute taking.
• Experience of working with highly sensitive and confidential information.
• Familiarity with Data Protection (GDPR) legislation.

• Excellent organisational skills with the ability to manage a complex and varied workload, prioritising effectively with minimal supervision.
• Confident user of Microsoft Office, with the ability to produce high‑quality documents, reports and presentations.
• Highly developed written and verbal communication skills, with the ability to produce clear, accurate and appropriately toned correspondence.
• Ability to draft sensitive and complex communications on behalf of the COO, maintaining confidentiality and reflecting organisational values.
• Ability to suggest pragmatic solutions while considering the school’s priorities and reputation.

• High level of discretion, integrity and professionalism at all times.
• Resilient and composed, with the ability to remain calm and effective under pressure.
• Strong sense of accountability and ownership over tasks and outcomes.
• Understanding of, and ability to operate effectively within the culture of an Independent School environment.
• Ability to build relationships across different departments and maintain good working relationships with colleagues.

Responsibilities

• Calendar management for executives.
• Aid executive in preparing for meetings.
• Responding to emails and document requests on behalf of executives.
• Draft slides, meeting notes and documents for executives.

Qualifications

• Bachelor's degree or equivalent experience.
• Proficient in Microsoft Office suite.
• Experience in managing multiple priorities, administrative coordination, and logistics.
• Well‑organized, detail‑oriented, ability to multi‑task with great follow‑up skills.
• Strong written and verbal communication skills.