Executive Assistant to the Chief Financial Officer

The James Hutton Institute; Dundee; On-site; GBP 30,000 - 40,000; Full time

Job summary

The James Hutton Institute seeks an Executive Assistant to support the Chief Financial Officer and the Executive team. This fixed-term role focuses on managing schedules, arranging meetings, and providing administrative support, requiring significant experience in similar roles. The ideal candidate will excel in organization, communication, and IT skills, contributing to a dynamic working environment.

Benefits

Flexible / Hybrid working arrangements

Comprehensive range of benefits designed to support well-being

Qualifications

• Significant experience of providing EA/administration support to senior management.
• Experience of secretarial support to committees.
• Ability to work to deadlines.

Responsibilities

• Provide confidential administrative support to the CFO and Executive team.
• Manage and maintain the CFO's diary and schedule.
• Organise travel and accommodation for the CFO.

Skills

Excellent IT skills

Excellent communication skills

Strong planning

Attention to detail

Ability to work independently

Tools

MS Office (Word, Excel, PowerPoint)

Job description

Executive Assistant to the Chief Financial Officer

The Vacancy

Main Purpose of Job

Provide confidential administrative support and committee secretarial support to the CFO, the Chair of Audit & Finance Committee, the Director of Campus Operations, and other members of the Executive team as required.

This role will be fixed term for between 6 and 9 months.

Main Duties of Postholder

• Arrange committee and other internal meetings including co-ordinating and preparing agendas and papers, taking minutes, maintaining action trackers, room bookings: encompassing, but not limited to, Audit & Finance Committee, Science Strategy Group, RESAS Client Office, Income Generation Group, Estates & Facilities, Health & Safety, Heads of Professional Services, annual Hutton Science Symposium; research Peer Support College
• Design and maintain effective administration systems, both general and project specific, to support the Executive team and provide a robust audit trail, providing coordination and control around key financial and governance policies and procedures for which the CFO and wider Executive are responsible, including, but not limited to: risk registers; Institute financial policies; capital approvals; research seedcorn applications; operational plans; annual RESAS metrics reporting; registers of MoUs, partnership and corporate memberships; five-yearly science reviews.
• Support CFO communications, monitor and respond to correspondence and distribute tasks arising from any actions as required.
• Maintain the CFO diary and schedule by arranging all appointments to ensure effective diary management.
• Organise travel and accommodation, prepare weekly itineraries and submit monthly expenses for CFO.

Person Specification

QUALIFICATIONS / EDUCATION

EXPERIENCE

Essential

• Significant experience of providing EA /administration support to senior management.
• Experience of secretarial support to committees and meetings
• Experience of project administration and document management.
• Proven ability to work to deadlines.

Desirable

• Experience of working in a higher education or a research organisation
• Knowledge of database management

SKILLS / COMPETENCIES

Essential

• Excellent IT skills, particularly MS Office (Word, Excel, PowerPoint)
• Excellent communication skills, both oral and written
• Strong planning, prioritising and organisational skills
• Ability to work independently and proactively, as well as part of a team.
• Attention to detail, with high standards of accuracy.

Additional notes

• Flexible / Hybrid working arrangements are possible. Primary work base will be at Hutton's Invergowrie campus. Must, however, be able to attend any Hutton campus as required.

Our Commitment to Equality and Diversity

We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position.

The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The James Hutton Institute is a: Stonewall Diversity Champion; Athena SWAN Silver Status Holder; Disability Confident Committed Employer and a Living Wage Employer.

The James Hutton Institute is Happy to Talk Flexible Working.

The Company

The James Hutton Institute combines strengths in crops, soils and land use and environmental research, and makes a major contribution to the understanding of key global issues, such as food, energy and environmental security, and developing and promoting effective technological and management solutions to these.

James Hutton (1726 - 1797) was a leading figure of the Scottish Enlightenment, an eighteenth century golden age of intellectual and scientific achievements centred on Edinburgh. He is internationally regarded as the founder of modern geology and one of the first scientists to describe the Earth as a living system. His thinking on natural selection influenced Charles Darwin in developing his theory of evolution.

Our Values

We respect and value our people and the people we engage with

We want to make a difference

We strive to be excellent in everything we do

We lead by example

We foster creativity and innovation

• We prioritise your well-being with a comprehensive range of benefits designed to support you both personally and professionally.
• We prioritise your well-being with a comprehensive range of benefits designed to support you both personally and professionally.
• We prioritise your well-being with a comprehensive range of benefits designed to support you both personally and professionally.
• We prioritise your well-being with a comprehensive range of benefits designed to support you both personally and professionally.