Executive Assistant

• Location: Perth Airport, Scone
• Reports to: Chief Executive
• Hours: 37.5 hours per week
• Salary: £28,000 to £32,000 p.a.
• Benefits:
  -Pension: 12% employer’s contribution (after 3 months’ service)
  -Annual Leave: 36 days (incl. public holidays) + an extra day for your birthday
  -Death in Service benefit: 3 times annual salary
  -Optional Private Medical Insurance plan
  -Access to Blue Light Card
  -Learning and Development opportunities

We seek a highly organised and proactive Executive Assistant to support our executive team. The ideal candidate will possess exceptional administrative skills and keen attention to detail, enabling them to manage multiple tasks efficiently. This role is pivotal in ensuring the smooth operation of our charity and providing high-level support to executives, facilitating effective communication and project management.

You will primarily offer executive support for our CEO and when required, the Chair, as well as support the executive team in their roles. You will also actively participate in identifying business process improvements, making recommendations and implementing change as required.

About the Role

• Organise and co-ordinate quarterly Board and Sub-Committee, and other key meetings including agenda planning, drafting minutes, tracking, and chasing actions where necessary while ensuring reports are collated and circulated to Trustees in a timely manner.

• Provide high level comprehensive administrative support to the CEO (diary management, email management, correspondence and co-ordination of travel arrangements).

• Act as first point of contact for the CEO, taking telephone calls or fielding emails, and personally oversee requests for information, appointments and other enquiries. Where appropriate, take the initiative in either responding directly, or preparing draft responses to written and verbal communications.

• Ensure CEO is prepared for internal and external engagements with stakeholders and has appropriate time allocated for work, managing actions and deliverables.

• Manage extremely sensitive and confidential Charity and personnel information and documents while exercising high discretion and diplomacy.

• Support the wider Executive Team with planning internal and external meetings and assisting with coordinating business travel, including booking transport and accommodation when required and preparing itineraries.

• Prepare statistical, financial, or other administrative reports that the Executive may require.

Plan, co-ordinate and organise key internal and external meetings, visits and events, as requested, including organising venues, agendas and papers, catering, notes and any follow-up actions.

• Supporting the HR Officer with the onboarding of new starts.

• Maintain administrative workflow by reviewing processes, implementing ideas, and developing reporting procedures.

• Create and revise systems and procedures, utilising existing systems and software or researching and making recommendations for further investment in equipment and systems which would support the delivery of the charity’s mission.

• Perform ad hoc tasks and projects as required.

• Assist with general charity admin duties when available to do so, including responding to enquiries, banking and other financial tasks.

To apply please email your CV and a covering letter outlining your suitability for the role, your relevant experience, and your motivations for applying to Katherine Farmer, Office Manager, at k.farmer@scaa.org.uk

Application deadline is 7th March 2025.

Interviews will take place at our base at Perth Airport in Scone on 24th March 2025.