Executive Assistant to the Chief Operating Officer. Job in Dundee Education & Training Jobs

The EA to the COO will provide high level administrative and organisational support to the COO, ensuring the efficient day to day management of their workload. The role has a governance component, including coordinating Board and Committee activity, preparing papers, minuting meetings, and tracking actions to support the COO in their role as Clerk to the Board of Directors. This role suits a professional administrator who combines strong organisational and administrative ability with excellent interpersonal and emotional intelligence skills. The successful candidate will be confident in building and maintaining positive relationships to ensure smooth communication and effective support across The School community.

Key Outputs & Responsibilities

• 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, and act 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 on behalf of the COO where necessary.

Governance and Board Support

• 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.

Other Duties

• 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

• 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.

Skills

• 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.

Personal

• 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.
• An 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.

Interested candidates are welcome to make informal enquiries in advance of the closing date. Please email slocarthy@. The School requires all newly appointed staff to undertake a check with the Scottish Criminal Records Office in line with the Protection of Vulnerable Groups (PVG) Scheme. Offers of employment are conditional upon satisfactory registration with the PVG Scheme. Please note we are unable to provide sponsorship for a work visa so candidates should ensure they already have or are able to obtain the right to work in the UK before applying. Closing date is 8 April 2026. Please note that applications may be considered and the position filled prior to the closing date, so early submission is encouraged.