Executive Assistant (2 posts)
Executive Assistant (2 posts)
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Job Description
Job Description
Looking for a new challenge This fastpaced role working as a key member of the Chief Executives Office team will suit someone who is able to utilise their excellent drafting skills in a wide range of situations and is looking to gain experience working with senior officials and ministerial privateoffices.
The Chief Executive Office is critical to the agility and responsiveness of Transport Scotland (TS). While corporate operational project and specialist business as usual functions are generally governed by other teams and groups within TS the CE Office is where significant highprofile and urgent/immediate issues are handled. We are alsothe first point of contact for Ministerial Private Offices and the Director Generals Office.
This is an interesting role providing the opportunity to work in a fastmoving dynamic environment and learning how to accurately interpret information. It offers an excellent platform to learn about a variety of transport and corporate issues and the opportunity to engage across the full organisation.
The variety of subject matter that travels through the CEO and particularly the CEOs mailbox is extensive. The Executive Assistants carry out a pivotal role in managing the business via the mailbox ensuring reuests are timeously directed to the appropriate business area and lead official.
You will be part of the Business Support team which comprises of 5 team members. We provide support between the hours of 08:30 and 17:00 Monday Thursday and 08:30 and 16:30 on Fridays
Responsibilities
- Manage the CEOs correspondence and workload using insight into preferences and understanding of TS business areas to triage prioritise and manage the mailbox including sharing with and commissioning information from teams as appropriate.
- Lead on the coordination of commissions and actions from meetings ensuring deadlines are managed effectively.
- Regularly review the CEOs OneNote ensuring papers and briefings are provided and uploaded for meetings. Manage and prioritise the action list ensuring urgent items are highlighted when required.
- Support the Diary Manager with effective oversight management and forward planning of the CEOs time including considering future requirements for stakeholder meetings and visits.
- Manage logistics for meetings travel and events
- Act as liaison between the CEO and internal departments or stakeholders.
- Work closely with the team to proactively promote continuous improvement through the implementation of new ways of working.
- Build good working relationships with colleagues across the organisation and beyond who are often at a very senior level.
- Provide administrative support to the Head of Chief Executive Office and Team Lead including notes of meetings when required.
Responsibilities
Success Profile
Technical / Professional Skills:
- Adaptability to Change (W)
Behaviours:
- Communicating and Influencing Level 2
- Making Effective Decisions Level 2
- Seeing the Bigger Picture Level 2
- Delivering at Pace Level 2
You can find out more about Success Profiles Behaviours here:Behaviour levels Success profiles: candidate guide
How to apply
Qualifications
The Scottish Government is the devolved government for Scotland. We have responsibility for a wide range of key policy areas including: education health the economy justice housing and transport. We offer rewarding careers and employ people across Scotland in a wide range of professions and roles.
Our staff are part of theUK 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 aboutwhat we offer.
As part of the UK Civil Service we uphold theCivil Service Nationality Rules.
Working Pattern
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.
Location
This post is based inGlasgow with hybrid working in line with current Transport Scotland policies. You will be expected to be office based twice per week pro rata.
Equality Statement
We are committed to equality and inclusion and we aim to recruit a diverse workforce that reflects the population of our nation.
Find out more about our commitment todiversityand how we offer and supportrecruitment adjustmentsfor anyone who needs them.
Further information
Find out more about our organisation what we offer staff members and how to apply on ourCareers Website.
Employment Type
Full Time
