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 CEO’s office, supporting decision-making, governance, and engagement with senior internal and external stakeholders..
- Provide comprehensive day-to-day office support, including visitor coordination and alignment of the CEO’s 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 CEO’s office
Responsibilities
- 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
- Managing a Quality Service - Level A
You can find out more about Success Profiles Behaviours, here: Behaviour levels - Success profiles: candidate guide - gov.scot
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 and Common citizenship organisations only.
Recruitment Principles
As a government organisation, we adhere to the Civil Service Commission Recruitment Principles and we investigate any complaints received in relation to recruitment cases.
Qualifications
National Records of Scotland (NRS) is Scotland’s record keeper. Our purpose is to collect, preserve and produce information about Scotland's 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 part UK 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 about what we offer.
As part of the UK Civil Service, we uphold the Civil Service Nationality Rules.
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 questions about the role you are applying for, please contact us.
To learn more about this opportunity, please contact Sam.Harrison@nrscotland.gov.uk
