Executive Support Assistant - MOR12063

Moray Council; Elgin; On-site; GBP 29,467 - 36,016; Full time

Job summary

Moray Council is recruiting an Executive Support Assistant to provide confidential, proactive support to the Corporate Leadership Team (CLT). The role involves managing high-level meetings, preparing papers, and handling sensitive information with discretion.

You will be a calm, highly organised professional with strong ICT skills, able to prioritise competing tasks and maintain confidentiality across senior leadership activities.

Qualifications

• Minimum 3 years' senior-level secretarial, administrative or executive support experience.
• Experience of working in a confidential and sensitive environment.
• Experience researching complex information.
• Hands-on executive support experience at executive level.
• ICT skills with MS Office and SharePoint/Teams.
• Strong written and verbal communication abilities.

Responsibilities

• Provide confidential, proactive executive and business support to Executive Directors.
• Manage the Executive Directors' diary and arrange meetings.
• Prepare papers, reports, presentations and briefing information.
• Liaise with Elected Members, Scottish/UK Government and external bodies.
• Coordinate information to support policy and strategy development.
• Maintain efficient electronic filing and information management systems.
• Support improvements to corporate business processes and procedures.

Skills

Strong communication

Diary management

Attention to detail

Organisational skills

Discretion

Autonomy

Customer care

Education

Secretarial Studies (HNC)

General secondary education

Business administration education

Tools

Microsoft 365

MS Office

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Job Description

Moray Council is looking for a highly capable and professional Executive Support Assistant to provide confidential, efficient and proactive business support to the Corporate Leadership Team (CLT). This is a key role supporting senior leadership activity, high-level meetings with the Council Leader, Depute Leader, and Political Group Leaders, UK and Scottish Government representatives, Community Planning and key stakeholders on issues with the highest level of sensitivity and confidentiality.

Working within a fast-paced and sensitive environment, you will provide high-quality executive and business support, manage complex diary commitments, prepare meeting papers and correspondence, coordinate follow-up actions and ensure information is handled accurately, professionally and confidentially.

Provide confidential, proactive executive and business support to Executive Directors.

Act as a professional first point of contact for enquiries from Council services, senior officers, Elected Members and external partners.

Manage complex diary commitments, meetings, appointments, papers and follow-up actions.

Prepare high-quality correspondence, reports, presentations, briefing information and meeting documentation.

Research, collate and organise information to support policy, strategy and corporate leadership activity.

Maintain effective electronic filing, information management and bring-forward systems.

Support improvements to office procedures and Microsoft 365-based ways of working across the CLT Executive Support Hub.

You will be a confident, resilient and highly organised individual with strong administrative or executive support experience at a senior level. You will have excellent communication skills, sound judgement, strong attention to detail and the ability to manage competing priorities while maintaining the highest standards of confidentiality and customer care.

At least three years' senior-level secretarial, administrative or executive support experience.

Experience of working in a confidential and sensitive environment.

Strong ICT skills, including Microsoft Office, Teams and SharePoint.

Excellent organisation, diary management, written communication and information management skills.

The ability to work independently, under pressure and to challenging deadlines.

A professional, discreet and solution-focused approach when working with senior officers, elected members and external stakeholders.

This is an excellent opportunity to work in a trusted role at the centre of corporate leadership, supporting decision-making, partnership working and high-profile activity across Moray. You will be part of a professional support hub that values accuracy, discretion, collaboration and continuous improvement.

If you are motivated by providing high-quality executive support and would welcome the opportunity to contribute to the effective running of senior leadership arrangements within Moray Council, we look forward to hearing from you.

Requirements

Provide a highly confidential personal and proactive executive/business support service to Executive Directors.

First point of contact for all enquiries to the Executive Directors and liaising with all Council services, senior management, Elected Members and external agencies.

Manage all enquiries in a courteous manner, consistent with the Council's Customer Care standards.

Directly liaise with Elected Members, Scottish/UK Government and National Bodies on behalf of the Executive Directors.

Research and collate data for policy and strategy development on behalf of CLT.

Proactively liaise with Services to ensure appropriate supporting information is available for the Executive Director in a timely manner.

Responsible for the Executive Directors' diary, ensuring effective time management, including the scheduling of appointments and meetings, and arranging of meetings on behalf of the Executive Directors.

Prepare, presentations, reports, supporting information and meeting papers and subsequent follow up actions for the Executive Directors as required.

Maintain an efficient electronic filing system to meet the business requirements of the Executive Director, including emails.

Assist in the development of improvements in corporate business support systems, processes, and policies for CLT.

The Individual

You will be a confident, resilient and highly organised individual with strong administrative or executive support experience at a senior level. You will have excellent communication skills, sound judgement, strong attention to detail and the ability to manage competing priorities while maintaining the highest standards of confidentiality and customer care.

• Minimum 3 years' experience in secretarial, administrative experience at a senior level.
• Experience of working in a highly confidential and sensitive environment.
• Experience of researching complex information.
• Hands on executive support experience at executive level.
• Recognised qualification for Secretarial Studies e.g. Administration and Information Technology (HNC) or equivalent of.
• Good general secondary or further education including English, Administration and/or Business.
• ICT skills, extensive experience of MS Office, Word, Excel, PowerPoint, Teams, SharePoint file management.
• Awareness of issues affecting local government.
• Good understanding of how the Council is structured / organised.
• Ability to work with a high degree of autonomy with attention to detail and high level of accuracy in work.
• Ability to work on own initiative and under pressure and to work to challenging deadlines. With the ability to manage and prioritise own workload.
• Ability to effectively and efficiently organise the Executive Directors competing diary commitments.
• Appreciation and acceptance of, and commitment to the importance of confidentiality.
• Flexibility and adaptability in working styles and approach.
• Ability to demonstrate good literacy and numeracy skills.
• Analytical, interpretation, research and benchmarking skills.
• High quality written work.
• Understanding of and ability to demonstrate positive inter-personal skills, both on the digitally, via telephone and face to face.
• Consistent collegiate / corporate approach to work.
• Ability to develop good working relationships with effective communication.
• Good negotiating and influencing skills.
• Approachability, willingness to help, deal with and resolve conflicting issues and generally solution focussed.
• Discretion and a mature approach.
• Self-confidence and high levels of personal resilience.
• Ability to work flexibly to meet the demands of the service.
• Ability to work proactively under pressure whilst meeting deadlines.
• Ability to engender and deliver a high level of customer care.

Closing date - 21 August 2026

Starting Salary - £32,742

£17.37 per hour

36.25 hours per week