Executive Assistant

THE LYELL CENTRE, EDINBURGH

Based at the BGS offices in Edinburgh which are situated on the Heriot-Watt University (HWU) campus

A great benefits package is offered, including an outstanding pension scheme, 30 days annual leave plus bank holidays, and access to flexi-time

Full-time – 37 hours a week (some flexible working options may be available, including a small amount of remote working, in line with BGS policy)

About the role

An exciting opportunity has arisen for a motivated and experienced Executive Assistant to provide highly effective administrative support for the Director of the Lyell Centre and for the BGS Director of Communications & External Affairs.

The successful applicant will work closely with the BGS Lyell Centre Director supporting high level tasks, meetings, strategic events, and high-profile visits. You will also prepare meeting agendas, perform research for meetings, and take minutes. An important part of the role will be diary management and travel booking and coordination. Other duties/responsibilities include:

• Ensure effective management of projects and administrative staff in the Lyell Centre, including compliance with all relevant BGS policies and procedures.
• Manage the Health & Safety (H&S) of projects including ensuring suitable Risk Assessments are prepared for all fieldwork and business travel.
• Liaise with senior customers including Government ministers, senior staff, HWU staff, clients, visitors, and other members of staff on behalf of the Directors.
• Prepare monthly reports including BGS Board and Senior Management Board paper submissions.
• Coordinate the Lyell Centre and Project Review budgets.
• Manage Directors' travel, including visas, flights, transport, and accommodation.
• Maintain office correspondence including post, draft routine correspondence both electronic and paper.
• Develop tools/systems to record necessary data the Directors require.
• Line management of one Lyell Centre Business Assistant and regular liaising with other Business Assistants to ensure they provide effective support and cover for their science areas.
• Secretary support for quarterly regional H&S meetings.
• Maintain strong working relationships with other departments including the Executive Assistant and Business Assistants in the BGS headquarters in Keyworth and the Executive Assistants in HWU.

Beyond the day-to-day general administrative duties set out above, this post is involved in a growing number of ‘special’ review projects and this work is complex and sensitive – the Lyell Centre Director will need your support whilst leading these projects and regular liaison with other BGS Directors, Heads of Teams will be required.

About you

You will have a substantial amount of experience with supporting staff at a senior/director level, preferably in a Personal Assistant or secretarial type of role.

We are looking for someone educated to Degree/Higher Diploma (or equivalent) level in a business-related field or who can demonstrate significant relevant work experience.

Please also refer to the additional specific essential and desirable skills criteria for this post.

The closing date for receipt of applications is 1^st April 2024.  Interviews are expected to be held in mid to late April 2024 in Edinburgh.

To apply, please click on the ‘Apply’ button above

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