Executive Assistant

Door in the Wall Arts Access CIC; City of Edinburgh; On-site; GBP 23,000 - 29,000; Part time

Benefits offered by this job

Holiday entitlement 5.6 weeks (pro‑rta

Accessible recruitment process

Job summary

Door in the Wall Arts Access CIC (DITWAA) is seeking an organised, proactive Executive Assistant to join our neurodivergent-led arts organisation. This new role provides reliable administrative support to the Executive Director and helps keep the organisation running smoothly behind the scenes.

The role focuses on prioritising tasks, coordinating meetings, and maintaining records, while you work across the organisation with a commitment to accessibility and inclusion.

Qualifications

• Experience in Executive/Personal Assistant or similar role.
• Strong organisational skills and attention to detail.
• Experience managing diaries, meetings and correspondence.
• Ability to juggle multiple priorities and see tasks through to completion.
• Clear, professional and warm communication skills.
• Ability to work independently and use initiative.
• Good judgement and knowing when to escalate.
• Comfort with digital systems and learning new software.
• Experience handling confidential information.
• Familiarity with Trello or similar PM systems and website admin is a plus.

Responsibilities

• Manage the Executive Director's diary, meetings and forward planning.
• Help manage correspondence and inbox activity.
• Track actions, deadlines and commitments.
• Coordinate meetings and follow-up actions.
• Maintain organisational records and administrative systems.
• Support recruitment and onboarding administration.
• Coordinate Board meetings, papers, minutes and actions.
• Provide routine administrative support to colleagues.
• Assist with booking systems, participant communications and event administration.
• Proofread, format and update the website as needed.
• Ensure organizational information and records are accurate and up to date.

Skills

Diary management

Organisational skills

Communication skills

Prioritisation

Independent working

Discretion handling information

Project management tools

Website updates

Tools

Trello

Job description

Door in the Wall Arts Access CIC (DITWAA) is looking for an organised, proactive and dependable Executive Assistant to join our growing neurodivergent-led arts organisation.We support neurodivergent and disabled artists across Scotland through creative projects, artist development, exhibitions, workshops, accessible communication support, consultancy and peer-led community work. We also run Neuk Collective, a neurodivergent-led creative community connecting artists across Scotland.This is a new role, created to provide reliable administrative support to our Executive Director and help keep the organisation running smoothly behind the scenes.You will help manage priorities, communications, meetings, actions and deadlines, making sure important information is organised and tasks are followed through. You will also provide wider administrative support across the organisation, including Board administration, record keeping and routine programme and communications tasks.We are looking for someone who enjoys keeping track of things, creating useful systems and making sure things actually get done.

Key responsibilities include:

• Managing the Executive Director's diary, meetings and forward planning
• Helping manage correspondence and inbox activity
• Keeping track of actions, deadlines and commitments
• Coordinating meetings and following up actions
• Maintaining organisational records and administrative systems
• Supporting recruitment and onboarding administration
• Coordinating Board meetings, papers, minutes and actions
• Providing routine administrative support to colleagues
• Helping with booking systems, participant communications and event administration
• Proofreading, formatting and making routine website updates
• Making sure organisational information and records are accurate and up to date

The primary focus of the role is supporting the Executive Director, freeing up more of their time for strategic leadership, partnerships, fundraising and organisational development. You will also work with colleagues across the organisation, but you will not be responsible for leading programme delivery, artistic decision-making, financial management or organisational strategy.

We are particularly interested in candidates with:

• Experience in an Executive Assistant, Personal Assistant, Office Manager, Senior Administrator or similar role
• Strong organisational skills and attention to detail
• Experience managing diaries, meetings and correspondence
• Confidence managing several priorities and following tasks through to completion
• Clear, professional and warm communication skills
• Confidence working independently and using initiative
• Good judgement and an understanding of when something needs to be escalated
• Confidence using digital systems and learning new software
• Experience handling confidential or sensitive information appropriately
• Experience of Trello or similar project management systems, website administration, online booking platforms or social media scheduling would be helpful but is not essential
• Experience in the arts, charity, community or voluntary sector would also be useful, as would an understanding of accessibility, disability-inclusive or neurodiversity-informed ways of working

Holiday entitlement: 5.6 weeks' annual leave pro rata (equivalent to 117.6 hours per leave year for this 21-hour-per-week role).

Door in the Wall Arts Access CIC is a neurodivergent-led organisation and we actively encourage applications from disabled and neurodivergent people. We are committed to creating an accessible recruitment process and welcome requests for adjustments.