Executive Assistant

Scottish Government • Full-time • City of Edinburgh, Scotland, United Kingdom • 2d ago

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 CEO’s office, supporting decision-making, governance, and engagement with senior internal and external stakeholders..

Responsibilities

Provide comprehensive day-to-day office support, including visitor coordination and alignment of the CEO’s 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 CEO’s office

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