Executive Personal Assistant

Hunter Adams is delighted to be partnering with a leading arts and cultural organisation based in Dundee to recruit an experienced Personal Executive Assistant on a 3 month FTC. This pivotal role works in close partnership with the Director, providing comprehensive PA and administrative support to ensure the organisation operates in a welcoming, effective and well-organised way. From managing the day-to-day running of the Director’s office to supporting longer-term planning, the Personal Executive Assistant plays a key role in enabling the Director to focus on strategic priorities. Office management is part of the role, with responsibility for ensuring effective, well-organised office spaces that support hybrid working and meetings. This includes maintaining desk plans, meeting rooms, storage records and post services; managing office policies, procedures and budgets; coordinating DSE assessments; ordering equipment and stationery; and liaising with suppliers and facilities teams to ensure a safe, efficient and well-functioning work environment.

Key Duties and Responsibilities

• Diary & Correspondence Management
• Proactively manage and prioritise the Director’s busy and constantly changing diary
• Plan and coordinate meetings, speaking engagements, visits, delegations and UK/international travel
• Draft and circulate agendas, meeting schedules, reports and papers; take accurate minutes and notes
• Organise and oversee meeting logistics (in-person and online), including IT set-up
• Manage all email, mail and phone communications with discretion and confidentiality
• Draft, redirect or acknowledge correspondence on behalf of the Director, ensuring effective follow-up systems are in place
• Assist in preparing high-quality documents and presentations, including writing, editing, layout, design and image selection
• Communications, Relationships & Hosting
• Act as the first point of contact for the Director, liaising with senior leaders, Board members and key stakeholders
• Welcome and host guests, providing support and tours where required
• Build and maintain strong relationships with internal teams and a wide range of external organisations
• Coordinate information relating to speaking engagements, media activity, events and speeches
• Support the management of VIP visits and high-profile engagements
• Assist with staff sessions, internal events and seasonal gatherings
• Manage contracts and relationships with hotels, travel providers, restaurants and local businesses, negotiating rates where appropriate
• Travel & Itinerary Coordination
• Arrange all travel and accommodation within agreed budgets
• Prepare detailed itineraries for visits and trips, coordinating with partners and stakeholders
• Provide PA support to the Chair as required, including diary management, travel and meeting preparation
• Coordinate travel for Board members and visiting delegations, both UK-based and international
• Information Management & Processes
• Implement and maintain robust filing, archiving and information management systems
• Manage contact databases and guest lists in line with GDPR requirements
• Prepare reports, Board papers and management information using data from internal and external sources
• Manage expenses, including credit card reconciliation and invoice processing
• Business Planning & Governance Support
• Lead on long-term scheduling of Board, sub-group, senior team and key stakeholder meetings
• Establish and manage reporting cycles aligned to governance requirements
• Develop planning tools, diagrams and spreadsheets to support business planning
• Prepare, compile and distribute agendas and papers for Board and senior leadership meetings
• Organise Directorate meetings, record and circulate minutes, and ensure timely completion of action points

Personal Specification

• Proven track record in PA role at an executive level supporting senior level employees, including workload planning and prioritisation
• Ability to build and maintain good professional relationships with a range of colleagues and external contacts
• Exceptional knowledge of all Microsoft Office applications including Word, Excel and PowerPoint.
• Excellent administrative, interpersonal and communication skills (both oral and written)
• Experience of minute taking and preparing agendas and papers for meetings
• Significant experience of managing and prioritising a high workload and multiple complex issues and tasks in a changing environment with tight deadlines with the ability to work independently and respond flexibly.
• Team working skills to support working partnerships at all levels
• Working with discretion and an understanding of confidentiality issues