Personal Assistant (Executive Leadership Team)

The Personal Assistant plays a pivotal role in providing proactive, professional and highly confidential support to members of the Executive and Senior Leadership Team, enabling them to operate effectively and focus on delivering organisational priorities. Acting as a trusted point of contact for senior stakeholders, the postholder will build effective working relationships across the organisation, provide high-quality administrative and project support, and ensure that Executive and Board-related activities are delivered efficiently, professionally and with the highest levels of discretion and attention to detail.

Executive Support

• Provide high level intuitive executive support to the Executive Leadership Team including; actively managing diaries, outstanding actions and provide support to the Executive team to execute workload
• Forward plan the Executive’s time to ensure adequate time is allocated for delivery and review of any upcoming key priorities and documents.
• Planning and scheduling meetings and calls; ensuring relevant information is accessible electronically; including contact details and directions as well as arranging travel between meetings.
• Working closely with the PA to CEO, Corporate Services Director and Board in managing conflicting schedules and adapting to rapid change as and when necessary
• Support the PA to CEO, Corporate Services Director and Board by providing high level executive support to actively stay across issues contained in operational meetings including; taking accurate minutes as required and circulate in a timely manner while maintaining a high level of confidentiality.
• Lead on managing all and associated action logs in a timely manner to ensure follow up by the Executive and Senior team on outcomes are delivered.
• Actively contribute to the success of the wider team, including providing a leave back-up for the PA to the CEO, Corporate Services Director and Board.
• Take accurate and comprehensive minutes, recording decisions, actions and key discussion points, and circulate outputs promptly following meetings including following up on any action logs

Corporate Administration & Project Support

• Process purchase card transactions, expenses and associated administration relating to Executive and Board business activities, including travel, accommodation and events.
• Provide administrative support for organisational projects and business improvement initiatives as required by the PA to CEO, Corporate Services Director and Board.
• As a People and Support Services colleague, support the implementation of administrative processes and continuous improvement initiatives as required by the Head of People and Support Services.
• Undertake additional project or administrative responsibilities appropriate to the level of the role, as required by the Head of People & Support Services.

Meeting & Governance Support

• Coordinate and support ELT meetings and other senior management forums, ensuring agendas, reports and supporting papers are prepared and distributed in a timely manner while maintaining a high level of confidentiality.
• Provide administrative support as required by the PA to CEO, Corporate Services Director and Board, including preparation and distribution of papers, meeting coordination and action tracking, in line with agreed governance process.
• Lead on effective governance by ensuring accurate record keeping and secure management of meeting documentation.
• Act as a key point of contact for administrative enquiries relating to ELT and SLT meetings and actions, building positive working relationships across the leadership team.
• Work Closely with PA to CEO, Corporate Services Director and Board to ensure the data held across the organisation relating to ELT and SLT reports are in line with governance requirements and the Zero Waste Scotland retention policy.
• Support the People team on ensuring data held internally is regularly reviewed and cleansed as per governance requirements and Zero Waste Scotland retention policy.

NB While this role is primarily home-based, there will be some requirement to attend the office or other meeting locations to support meetings.

Zero Waste Scotland is Scotland's circular economy public body. Since 2014, our work has helped more people understand that the answer to the climate emergency is to consume less. Through an expansive range of projects and programmes, our innovative work has shown that embedding circular practices is as possible as it is essential.Through sharing this knowledge, nurturing relationships, and fostering bold collaboration, we’re in a truly unique position to influence this vital change.

Here at Zero Waste Scotland, we value our people and are committed to nurturing and supporting them to learn, grow and develop so we can focus our efforts and be a collective force of unique colleagues creating positive change. As an accredited Investors in Diversity organisation, we are committed to embedding FREDIE principles (Fairness, Respect, Equality, Diversity, Inclusion and Engagement) across all that we do at Zero Waste Scotland.

Here at Zero Waste Scotland we value our people. Colleagues are supported and encouraged to grow and develop so we can all focus our efforts and be a collective force for positive change. We want to offer the best experience to all our colleagues, ensuring everyone is supported and empowered to be their best self at work and thrive.

We champion our diverse and inclusive culture, fostering a positive working environment where we all feel safe to be our true professional selves; where we are treated fairly; where there is space to ask questions, to respectfully challenge one another and to share our thoughts and ideas.

To find out more, click here to visit our ‘Why work for us’ page.

We welcome applications from all suitably qualified and eligible candidates and encourage you to talk to us about your preferred hours of work. We'll do our best to accommodate.

We offer competitive pay and benefits to support you and your family, including a contributory pension scheme, life assurance, wellbeing support, flexible working, generous holidays, enhanced family leave entitlements, continuing professional development (CPD) and volunteering opportunities.

For us, work isn’t a place we go, but a thing we do so we fully embrace flexibility and encourage you to choose home working where the role allows. While this role is home-based there may be the requirement for some travel to/within Scotland. There will be times when you're required to attend our Stirling office or a client location (normally within the Central Belt of Scotland). The office is located next to the railway station and is conveniently accessed from across central Scotland.

No agencies thank you.

PLEASE NOTE THAT THE DEADLINE FOR APPLICATIONS IS 23:45 ON THE CLOSING DATE SHOWN.

PLEASE NOTE THOUGH THAT WE EXPECT THE NUMBER OF APPLICATIONS FOR THIS ROLE TO BE HIGH AND THEREFORE WE MAY REQUIRE TO CLOSE THE APPLICATION WINDOW EARLY SO PROMPT SUBMISSION IS RECOMMENDED.