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- Tasks: Support the Chief Executive and senior management with administrative tasks and event coordination.
- Company: Join a vibrant arts organisation celebrating live music and creativity.
- Benefits: Flexible working hours, competitive salary, and a supportive team environment.
- Other info: Opportunity for career growth in a dynamic and fun workplace.
- Why this job: Be at the heart of an exciting venue's journey towards its 50th anniversary.
- Qualifications: Strong organisational skills and a passion for teamwork.
The predicted salary is between 16200 - 27000 £ per year.
Salary: £16,200 (£27,000 FTE).
Contract: One-year fixed term, with possibility for extension. 3-month probationary period.
Start date: As soon as possible.
Hours of Employment: 21 hours per week (0.6 FTE) mainly during standard office hours. Working patterns to be discussed at interview and determined to suit both candidate and business requirements. Some hybrid working will be possible, but regular on-site working at our offices in south Edinburgh will be required, especially at the start of the contract.
The Executive Assistant will play a key role in supporting the Chief Executive and senior management team with their busy workload. We need an organisational lynchpin to help us keep on doing what we do best – providing a space where audiences and artists meet to share exceptional sound up close.
We are welcoming, friendly and supportive and value teamwork, communication and collaboration. We work hard, but we also try to have fun and have the regular privilege of feeling the joy only live music can bring.
It is an exciting time to join us, as we write the next chapter of our Artistic Strategy and plan for the venue's 50th anniversary in 2029. Your role will be central to keeping everything ticking. If you like to shape and organise systems, take pride in getting details right and are a friendly team player who thrives on staying on top of a flexible and varied workload, we would love to hear from you.
Key responsibilities
- Executive and Board support
- General administrative support for the Chief Executive e.g. diary management, meeting scheduling, correspondence, travel arrangements, event and artist administration.
- Scheduling, organising and preparing for quarterly Board meetings, sub-committees and working groups.
- Attendance at meetings, minute taking and follow up with those responsible for resultant actions.
- Creating a secure, accessible and logical online file management system.
- Providing a link between the executive team and Trustees when necessary.
- Working with the Operations Manager to update a live maintenance plan; diarising and sending reminders to ensure tasks are carried out in a timely manner.
- Liaising with suppliers to schedule activity, establish quotes and manage invoices.
- Ensuring all policies are kept in line with current legislation.
- Assisting on recruitment and onboarding.
- Maintaining accurate records which comply with all relevant data regulations.
- Assisting with internal comms, action plans and meetings.
- Supporting with IT set up and raising issues with external providers.
- Assisting the Finance and Commercial Manager to track and co-ordinate financial information when required.
- Precise data input using Excel.
- Assisting with research towards company goals e.g. strategic, operational, marketing and fundraising.
- Gaining an understanding of the ticketing system (Spektrix) and event management system (Artifax) to provide extra support if and when needed.
- Organising team social events.
Executive Assistant in Edinburgh employer: The Queens Hall
Contact Detail:
The Queens Hall Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant in Edinburgh
✨Tip Number 1
Network like a pro! Reach out to people in your industry, attend events, and don’t be shy about asking for informational interviews. The more connections you make, the better your chances of landing that Executive Assistant role.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand their mission and values, especially how they relate to teamwork and collaboration. This will help you show that you're not just a fit for the role, but for the team too!
✨Tip Number 3
Practice your organisational skills! Since the role involves diary management and scheduling, consider doing mock exercises where you manage a busy calendar. This will help you demonstrate your skills during the interview.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you’re genuinely interested in being part of our friendly and supportive team.
We think you need these skills to ace Executive Assistant in Edinburgh
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Executive Assistant role. Highlight your organisational skills and experience in supporting senior management, as these are key to what we’re looking for.
Show Your Personality: We love a friendly team player! Don’t be afraid to let your personality shine through in your application. Share examples of how you’ve contributed to a positive team environment or made work fun.
Be Detail-Oriented: As an Executive Assistant, attention to detail is crucial. Double-check your application for any typos or errors before submitting it. We appreciate candidates who take pride in getting the details right!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way to ensure your application gets to us quickly and efficiently. Plus, you’ll find all the info you need about the role there!
How to prepare for a job interview at The Queens Hall
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Executive Assistant role and its responsibilities. Familiarise yourself with diary management, meeting scheduling, and the importance of supporting senior management. This will help you demonstrate your knowledge and enthusiasm for the position.
✨Showcase Your Organisational Skills
Since this role is all about keeping things organised, be ready to share specific examples of how you've successfully managed multiple tasks or projects in the past. Highlight any systems or tools you've used to stay on top of your workload, as this will show that you're the organisational lynchpin they need.
✨Emphasise Teamwork and Communication
The company values teamwork and collaboration, so be prepared to discuss how you've worked effectively within a team. Share stories that illustrate your communication skills and how you've supported colleagues in achieving common goals. This will resonate well with their friendly and supportive culture.
✨Prepare Questions About Their Future
Since they're planning for their 50th anniversary and writing a new Artistic Strategy, come up with thoughtful questions about their vision and how the Executive Assistant role fits into that. This shows your genuine interest in the company’s future and your eagerness to contribute to their success.