Executive Assistant A4

We are seeking a highly organised resilient and proactive Executive Assistant to join our Business Management Unit (BMU). This role provides direct support to the National Records of Scotland (NRS) Chief Executive as well as the wider Executive Management Team.

This is a varied and engaging role at the heart of senior decision-making within the organisation. It offers valuable exposure to the leadership and operation of a Scottish Government public body along with opportunities to develop a broad range of skills.

The role requires strong judgement discretion and the ability to manage competing priorities in a fast-paced environment. You will play a key role in ensuring the effective running of the CEOs office supporting decision-making governance and engagement with senior internal and external stakeholders.

• Provide comprehensive day-to-day office support including visitor coordination and alignment of the CEOs schedule with organisational priorities.
• Manage a complex and dynamic diary prioritising meeting requests and preparing timely briefings and supporting materials.
• Oversee inbox and correspondence management including filtering prioritising and coordinating responses to high-level and sensitive communications (e.g. Parliamentary Questions and CEO correspondence).
• Track correspondence deadlines ensure timely follow-up and escalate urgent or high-priority issues to the CEO/Director.
• Deliver operational and administrative support including complaints FOI ministerial systems and organising travel in line with the NRS Carbon Management Plan.
• Provide end-to-end meeting support including logistics documentation briefing packs minute-taking and tracking actions to completion.
• Act as a key point of contact building strong relationships and communicating professionally with internal teams Ministers and external stakeholders.
• Support governance processes and drive continuous improvement by promoting efficient ways of working and enhancing processes within the BMU and CEOs office.

Working pattern

This role is a permanent level transfer position.

How to Apply

Applications for this position will only be accepted from substantive A4 employees.

Please submit a statement outlining your suitability for the role relevant skills and experience and what you would bring to the team (maximum 500 words).

Selection Process

All candidates will be invited to an informal discussion with the Hiring Manager.

Informal discussion dates tbc.

Please be advised this vacancy is open only to Priority Movers.

Further Information

If you have specific questions about the role please contact

Read ourCandidate Guidefor further information on our recruitment and application processes.