Executive Support

Scottish Government; United Kingdom; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent government organization in the UK seeks an efficient and organized individual for a permanent role in the International Trade Policy and Subsidy Control Division. This position involves managing the Deputy Director's schedule, coordinating division responses, and providing essential logistical support for meetings. Candidates should possess strong organizational skills and the ability to prioritize effectively. This is an opportunity to contribute to Scotland's international trade initiatives and support senior leadership in an impactful environment.

Responsibilities

• Effective inbox management and triaging emails appropriately.
• Ensures efficient use of the Deputy Director’s time, leading diary meetings.
• Management of all papers for meetings and commissioning relevant advice.
• Provide secretariat support for meetings and quarterly business planning.
• Key contact within the Division for forward planning and logistical support.
• Leading induction processes for new staff and ordering necessary equipment.
• Support the Director and senior leadership team, contributing to improvement.
• Process invoices and payments as divisional BCLO.
• Share best practices on information management as IMSO.

Job description

Are you looking for a fast-paced post in a dynamic environment that offers the opportunity to build strong relationships across the Directorate and wider Scottish Government?

You will join the International Trade Policy and Subsidy Control Division (ITP&SCD) in the International Trade and Investment Directorate. You will be working as a part of Business Management Unit, working closely with the Deputy Director (DD) for ITP&SCD and reporting to the Directorate’s Business Support manager.

The Directorate for International Trade and Investment (DITI), established in 2017, works to boost Scotland’s international trade and investment, supporting economic growth and reducing inequality. Within DITI, the International Trade Policy and Subsidy Control Division (ITP&SCD) protects and promotes Scotland’s interests by influencing UK and global trade policy, ensuring compliance with domestic and international obligations, and providing expert analysis to remove trade barriers and shape negotiations.

Guided by Scotland’s Vision for Trade, the Division prioritises economic, environmental, and human rights considerations, leads on subsidy control advice, trade remedies, and border arrangements, and collaborates with UK Government, stakeholders, and analysts to deliver evidence-based policy. It also drives initiatives such as increasing exports by women-led businesses and oversees guidance on Human Rights Due Diligence and business links with Russia.

Please note that this is a permanent post - The fixed-term point is in error.

Responsibilities

• Effective inbox management, triaging emails as appropriate, using judgement to assess emails and making the executive decision on when to delegate emails, and when to highlight urgent deadlines. Co-ordinating divisional responses where necessary.

• Ensuring that the Deputy Director’s time is spent wisely and efficiently, leading diary meetings to ensure appropriate forward planning, by understanding their priorities in order to deal effectively with diary requests and changes, booking meeting rooms and organising any associated logistics to ensure that their time is used effectively.
• Management of all papers for meetings, commissioning these where relevant and appropriate, collating and organising for the Deputy Director ahead of meetings. Ensure senior leaders within Divisions are prepared for meetings and engagements by commissioning relevant advice and briefing in advance.
• Provide secretariat support for Unit Head meetings and for all quarterly business planning sessions and other meetings as needed.
• Acting as the key point of contact within the Division, leading on appropriate forward planning and logistical support for all divisional meetings. Providing divisional support to co-ordinate core briefs, FMQs and routinely monitoring divisional performance for FOI, PQ and Micase correspondence.
• Leading induction processes for new staff, ordering equipment/IT.
• Work flexibly across the Directorate providing necessary support to the Director and senior leadership team, as required. Work as part of the directorate business management team, taking on appropriate tasks/roles to ensure corporate priorities are met. Contribute to continuous improvement across the Directorate by participating in people groups (and other groups) as required.
• Acting as divisional BCLO, processing invoices and payments, requisitioning on Oracle Cloud, and managing purchases as an ePC cardholder.
• Acting as IMSO, sharing best practices on information management.