Executive Assistant

Key Stats
LOCATION: EDINBURGH - WITH SOME TRAVEL TO BRANCH LOCATIONS FOR MEETINGS AND EVENTS AND OPTION FOR HYBRID WORKING AFTER SUCCESSFUL ONBOARDING
TEAM: OPERATIONS
REPORTS TO: CHIEF OPERATING OFFICER & COMMERCIAL DIRECTOR
HOURS OF WORK: 37.5H PER WEEK (MON - FRI; 9:00 AM - 5:30 PM)
Purpose of the role
As Executive Assistant, you play a critical role in ensuring the efficient and effective operation of the Executive Team and also work closely with frontline colleagues and the Operations Team. By working collaboratively at all levels within the organisation, you benefit from an in depth understanding of the business strategy, priorities and projects. You build positive relationships with all your colleagues enabling you to work effectively across multiple projects and activities, using face to face and phone / online communication. You report to the Chief Operating Officer and Commercial Director, working closely with them on a day-to-day basis, providing you the opportunity to learn about and be involved in both the operational and commercial aspects of the business.

You understand our focus is to find ways to continually enhance our customers’ experience and to ensure we build a Great Place To Work for our teams. You are committed to supporting the Executive Team to realise these goals and actively contribute you own ideas and solutions.

You provide general administrative support to the Executive team, including preparing project briefs, planners and updates and collating management reporting to enable strategic discussions and decision making. You regularly work with sensitive information and understand the requirement for confidentiality and discretion. You are an expert user of the MS Office platform and understand the Rettie information infrastructure.

You have a structured and organised approach to your work and support the Executive Team to ensure they deliver projects on time and on budget. You take responsibility for ensuring Health & Safety and Facilities Management tasks are maintained according to the appropriate schedules and you proactively direct the Executive Team to any issues that require their attention.
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Key responsibilities*
EXECUTIVE TEAM SUPPORT

• Manage the Executive Team’s agenda, including scheduling of weekly, monthly, and quarterly reviews and the annual business planning process
• Provide administrative support to the Executive Team by preparing meeting agendas and reports / briefings in advance of meetings and taking minutes and following up action plans
• Follow up actions from meetings with relevant teams and reporting back to the Executive Team on progress
• Maintain Executive Team information systems, across MS Office platforms including Teams and SharePoint
• Act as project co ordinator for strategic projects, ensuring effective project plans are in place and actions are implemented and followed up / reviewed
• Support the Commercial Director with email and diary management, travel and expense claims as required
• Coordinate the Commercial Director’s monthly and quarterly department meetings and direct report 121 meetings
• Discretely handle confidential information and communication
• Assist in other ad hoc administrative duties to ensure the effective operation of the Executive Team

OPERATIONAL RESPONSIBILITIES
Health & Safety

• Support Risk &Compliance Manager and COO in preparation Risk & Compliance reports, briefings and presentations
• Coordinate Health & Safety at Work processes including, but not limited to:
• Fire Risk Assessments and associated safety checks and actions (e.g. EICR, Portable Appliance Testing, Gas Safe checks etc)
• Annual maintenance of security and fire alarm systems
• General Risk Assessments for offices
• Display screen equipment (DSE) assessments
• Preparing and supporting the delivery of internal Health & Safety training
• Exceptional H&S requirements e.g. Covid Protocols

Facilities Management

• Support the management of office leases and renewal processes
• Coordinate office maintenance and repairs in line with tenant obligations
• Project manage office refurbishment projects under the direction and supervision of the COO

Internal Communication

• Coordinate the implementation of the internal communication plan, including
• Setting up and running MS Office Team meetings and events
• Setting up and running in person manager briefings and employee townhalls
• Collating and deploying up to date content on the company intranet, The Neighbourhood

Key competencies
ESSENTIAL

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Minimum of 2 years’ experience in an administrative role with confidential responsibilities

• Proven ability to analyse data and provide insightful, well presented reports
• Proven ability to communicate effectively and build relationships at all levels of the organisation
• Proven ability to facilitate change and implement new ways of working
• Experience working with a CRM system
• Expert in the use of MS Office (Word, PowerPoint, Excel, Outlook, Teams, SharePoint in particular)

DESIRABLE

• Degree level qualification
• Work experience in property
• Experience of Visio, Power BI
• Project management experience

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Behavioural competencies*

• Customer focused
• Innovative thinking
• Problem solving
• Effective communicator
• Teamwork
• Project management
• Organisational ability

About us
For over 25 years Rettie & Co. have been an integral part of the Scottish and North of England property markets. We go above and beyond in our quest to deliver the ultimate service and results for our customers. We provide services in residential and new home sales, letting and property management, land, development and residential investment, consultancy and research. We employ more than 170 staff, with 14 offices in Edinburgh, Glasgow, Borders, St Andrews, Berwick-Upon-Tweed, Newcastle-Upon-Tyne and London. When you join Rettie, you'll discover the difference you can make. We are a growing and ambitious company, but at our foundation we have a family feel.

Job Type: Full-time

Salary: £25,000.00-£30,000.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Referral programme
• Sick pay
• Work from home