Personal Assistant & Secretary Jobs

Overall Job Purpose

To provide high level confidential support to the Chief Executive by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.

• To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Chief Executive.
• Plan and organize travel and accommodation when required
• To provide support for Board of Director meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, taking minutes and following up action points.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
• To proactively manage and coordinate the diary of the Chief Executive by prioritizing and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Supporting the Chief Executive to keep the Board of Director informed about the work of the organization.
• To act as the Scottish Refugee Council's Complaints Officer in accordance with the Complaints Policy and Procedures and develop systems to monitor and record processes.
• To act as a first point of contact dealing with correspondence and phone calls
• Maintain effective filling and data storage including emails and retrieval systems ensuring the needs of the Chief executive are met.

Job Requirements:

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
• Proficiency in Windows, including MS Word, EXCEL and PowerPoint.
• Five to ten years experience as Secretary / Personal assistance to provide support for upper-level management in a related organization.
• Ability to work independently and with professional discretion.
• Excellent management, time-management, and problem-solving skills.
• Bachelor’s degree or equivalent
• Ability to conduct research and present data in a succinct and well-written manner.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.