We're recruiting: Administrative Assistant

We need you to help us become the most entrepreneurial society in the world.

  • Role:  Admin assistant 
  • Salary: TBD 
  • Based: Glasgow 
  • Contract: Full time 37.5 hours 

Entrepreneurial Scotland has set out to help Scotland to become the most entrepreneurial society in the world. We do this through inspiring, developing and connecting a diverse community of people with an entrepreneurial mind-set in Scotland and internationally, who will collaborate to deliver transformational culture change.

Entrepreneurial Scotland has three distinct functions:

  1. Running world-class Saltire programmes
  2. Offering engaging networks tiered at different career levels
  3. Collaborating with partners across the entrepreneurial landscape in Scotland

We are seeking a proactive, organised and efficient individual to perform administrative duties under the supervision of the Office Manager within the organisation This is a newly created role to provide administrative support to Senior Management and wider team in a small but fast paced and growing organisation.

Organisation Culture and Values

Invested, Curious and Responsive.

We care. We ask questions and seek to understand those we engage with. We listen and we respond.

We unlock potential.

We spot potential and we invest in it. We are not constrained by stereotypes and we embrace diversity of thought and experience. We encourage others to do the same.

We connect the dots.

We consider what more we can do to help ideas to become reality. We look for opportunities, are imaginative and are not constrained by borders or the norm. We bring a broader view and embrace the opportunities a global perspective.

Actions Speak Louder.

We deliver on our commitments. We do not compromise on quality and will go the extra mile to turn good into great. We are focused and clear on where we add most value. We are open, pragmatic and always mindful of our vision and priorities.

Role details

Title:

Office administrative assistant

Department:

Finance & Governance

Role reports to Office Manager

Lisa Ferguson

Role purpose – overview

We are seeking a proactive, organised and efficient individual to perform administrative duties under the supervision of the Office Manager within the organisation  This is a newly created role to provide administrative support to Senior Management and wider team in a small but fast paced and growing organisation. 

The role will be full time (37.5 hours per week) and office based.

Accountabilities and responsibilities

  1. Operations
  • Administrative duties in organising/co-ordinating meetings, travel and accommodation for senior management and the wider team
  • Preparation of external correspondence based on requirements of Managing Director, as well as for the wider team where appropriate
  • Responsibility in monitoring and ordering office stationery and equipment
  • Maintaining a process for incoming mail
  • Responsibility for incoming calls and message handling
  • Performing ad hoc tasks under the supervision of the Office Manager
  1. Communications
  • Liaison with numerous stakeholders and resilience in co-ordination of diaries
  • Develop and sustain good working relationships with individuals and organisations
  • Attendance at meetings where relevant and preparing minutes/action points from meetings
  1. Finance and Governance
  • Ability to perform simple processing in an accounting package such as Xero and have responsibility for maintaining a record of the accounting transactions
  • Ability to perform excel spreadsheet processing to perform tasks at the request of the Head of Finance
  • Be company representative for invoices received from suppliers
  • Maintenance of Corporate Governance documentation via organisation of minutes and lodging of documentation at Companies House at the request of the Head of Finance
  1. General
  • Performance of ad hoc duties in organisation and running of eventt

The above list is not exhaustive and, when appropriate, the individual will be required to carry out any other duties in relation to the business.

Job essentials

  1. Strong project management and organisation skills
  2. Experience diary management
  3. Proven experience in working with senior executive/stakeholders
  4. Resilience in working under pressure and liaising with external parties in co-ordinating meetings
  5. Ability to perform simple processing activities in an accounting system
  6. Excellent skills in document production in MS Office (word, excel, power point)
  7. Team player who is willing to assist in performance of tasks in other areas of the business

Desirable Experience

  1. Specific knowledge of operation of Xero accounting system
  2. Experience in utilisation of Salesforce CRM system
  3. Strong knowledge in Data Protection requirements
  4. Track record of organising significant logistical projects such as an office move
  5. Practical experience in compliance and submission of documentation to the Registrar of Companies in relation to all Board matters

Skills

  1. A driven, self-starter who has first rate organisational skills
  2. Strong interpersonal skills to engage with multiple stakeholder groups
  3. Superior written skills to be able to communicate with different groups of individuals
  4. Ability to work under pressure to meet deadlines and targets
  5. A problem solver who enjoys tackling challenging situations head on
  6. Open and collaborative approaches to working
  7. Flexibility in dealing with issues as they arise and consider solutions to resolve
  8. Great all rounder and an expert multi tasker with a can do attitude

Interested?

Send your CV and covering letter to Lisa.Ferguson@entrepreneurialscotland.com