Secretary for Executive Director

Venesky-Brown’s client, a public sector organisation in Hamilton, is currently looking to recruit a Secretary for Executive Director for a contract up to 6 months on a rate of £20.66/hour PAYE.

Responsibilities

• To provide a full range of executive, secretarial and administrative support functions, including digital meeting coordination, preparation and circulation of agendas and papers, minute taking and action tracking on behalf of the Executive Director.
• Responsible for preparing, formatting and quality checking reports, papers, briefings and correspondence using appropriate systems and templates, ensuring accuracy, accessibility, version control and compliance with agreed procedures, processes and timescales.
• Assist the Executive Director with effective time and information management by managing routine correspondence, prioritising and redirecting enquiries through appropriate channels, and ensuring matters are escalated or allocated to the appropriate officer in a timely manner.
• To organise and manage the Executive Director’s diary, schedule meetings, coordinate papers and attendance, arrange travel or accommodation where required, and provide regular updates on priorities, deadlines and commitments.
• Undertake final drafting, formatting and quality assurance of papers, briefings and correspondence, ensuring documents are accurate, accessible, appropriately stored and shared through approved systems.
• Manage and maintain electronic filing, records and information management systems in line with procedures, ensuring information is accurate, secure, easy to retrieve and retained appropriately; coordinate office supplies and hospitality arrangements where required.
• Allocate, coordinate and monitor work across the secretarial support team, using shared digital tools and agreed workflows to support effective prioritisation, progress tracking and timely completion of tasks.
• Liaise professionally with elected members, chief officials, internal and external customers, stakeholders and public bodies, using appropriate communication channels and systems to support responsive, accessible and effective service provision.