Executive Assistant to Chief Executive Officer

*** PLEASE NOTE ROLE IS PART TIME & WILL REQUIRE TO WORK AT OUR OFFICE IN EDINBURGH, SO ONLY CANDIDATES WITHIN COMMUTING DISTANCE TO OUR OFFICE PLEASE APPLY-***To provide high-level professional support for the Chief Executive Officer on regular activities, diary management, communications and ad hoc initiatives; to manage day-to-day HR operations; and to provide support as and when required to help co-ordinate the marketing, social media and technological freelancers’ activities. Role is based at our office Dean Village, Edinburgh. Working hours 8.30am- 1.30pm Monday- Friday. Salary £30-£40 pro rata depending on experience.Key Responsibilities Support the CEO by ensuring the foundations for growth across people, process, plans and strategy continue and remain fit for purposeComplete a broad range of advanced administrative tasks for the CEO Undertake pro-active diary management for the CEO, moving appointments as necessary, and escalating only by exception Plans, coordinates and ensures the CEOs schedule is followed and respectedUndertake email management for the CEO, including confidential matters, responding to emails on behalf of the CEO for regular matters, and drafting responses for sensitive matters for review by the CEO prior to issue Prioritise matters to ensure urgent matters are escalated in a timely manner to the CEO, determining appropriate course of action, referral, or responseCo-ordinate the regular Balanced Score Card reporting into one packCollate the regular Board Meeting documentation from key contributors in advance of each Board Meeting, ensuring the CEO reviews the pack, prior to distributing to the Board members ahead of the Board MeetingAct as note-take at regular Board meetingsComplete expense reports with VAT receipts for the CEOManage ad hoc initiatives and projects, using standard change management concepts and project management methodologies including tracking of risks and issuesSupport the CEO’s communication strategy, both internally and externally, by implementing the communications planWork with the Office Manager to provide travel requirements for the CEODeliver tasks with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead Work closely and effectively with the CEO to ensure they are always well informed of upcoming commitments and responsibilities, following up appropriatelyCommunicate directly, and on behalf of the CEO, with advisors, employees, freelancers, guests, and other stakeholders on aspects relating to the CEO’s strategic focusUndertake research on arising issues and concerns to provide a range of potential solutionsManage day-to-day operations relating to HR, including the drafting and issuing of offer letters, employment contracts, standard letters (for example, relating to probation, salary, absence, leaving the company etc) and annual leave calendarLiaise with the Finance Manager to ensure payroll changes are advised in a timely mannerUndertake HR meetings, such as on-boarding welcome meetings, probationary period check-ins, and support any employee relations matters, including acting as a note-takerEnsure key HR documents are kept up to date, such as Employee Handbook and Job DescriptionsSupport hiring managers with their recruitment and selection activities, including conducting interviews Collaborate with line managers in the CEO’s absence, as a sounding board, to help address and resolve arising concerns Provide support, by co-ordinating meetings, organising and saving on-line documents, for the freelancers involved in marketing, social media and technologyIdentify, analyse and prepare risk mitigation tacticsMaintains discretion and confidentiality in all relationships Essential skillsPassion for travelKnowledge of the travel industryRelevant degree in Business Management & Administration / HR / MarketingExperience with data analysis and reportingExperience with budget managementPrevious consulting experience with a focus on business improvement / HR / Marketing / Social Media Proven success in a project coordination roleCommercially focused and quick business mind with a focus on developing options and creating solutions Strong project reporting skills, with a focus on capturing and managing business risks and issues Advanced HR skills, throughout the employee lifecycle, with up-to-date and complex UK employment law and strong knowledge of employee engagement strategiesExperience of working in different sizes of companiesChange management skills, including solid understanding of how people go through change and the change management principles, methodologies and toolsProcess improvement skills, such as LEAN, Agile and Kanban methodologies
#J-18808-Ljbffr