Personal Assistant (Executive Leadership Team)

Zero Waste Scotland; Stirling; À distance; GBP 37 000 - 40 000; Plein temps

Résumé du poste

Zero Waste Scotland is seeking a Personal Assistant to provide proactive, confidential support to the Executive Leadership Team and senior stakeholders. You will manage diaries, track actions, prepare papers, and coordinate governance processes, ensuring high levels of discretion and efficiency.

The role involves meeting planning, travel arrangements and cross-team collaboration to support organisational priorities, with some office attendance and potential travel within Scotland.

Qualifications

• Extensive experience supporting senior executives and building relationships with Boards and senior stakeholders.
• Experience supporting key meetings, including preparing papers, taking minutes and managing action logs.
• Ability to manage a demanding workload with competing priorities and tight deadlines.
• Operate with integrity and maintain total discretion.
• Excellent verbal and written communication skills.
• High level of enthusiasm, drive and initiative.
• Forward thinking with consistent task follow-through.
• Excellent IT skills including proficiency in Microsoft Office.

Responsabilités

• Provide high level executive support to the Executive Leadership Team, including diary management and tracking actions.
• Plan and schedule meetings and travel, ensuring information is accessible and actions are followed up.
• Work with other PAs and Board stakeholders to manage conflicting schedules and adapt to change.
• Take accurate minutes and circulate outputs promptly while maintaining confidentiality.
• Lead management of action logs to ensure timely follow-up by executives.
• Offer leave-back-up support for leadership PAs and support teams as needed.
• Coordinate governance by ensuring paper distribution, record keeping and secure documents.

Connaissances

Executive support

Diary management

Stakeholder management

Meeting coordination

Minute taking

Action log management

Discretion and confidentiality

Interpersonal communication

Proactive planning

Outils

Microsoft Office

Description du poste

Location

We're a digital first employer, so happy to be flexible if you're based in the UK

Application Deadline

Tuesday, October 13, 2026

Vacancy Type

Full Time Temporary

Salary

£37,093 - £40,318

Duration if FTC

12 months

Job Summary

The Personal Assistant plays a pivotal role in providing proactive, professional and highly confidential support to members of the Executive and Senior Leadership Team, enabling them to operate effectively and focus on delivering organisational priorities. Acting as a trusted point of contact for senior stakeholders, the postholder will build effective working relationships across the organisation, provide high-quality administrative and project support, and ensure that Executive and Board-related activities are delivered efficiently, professionally and with the highest levels of discretion and attention to detail.

We want you if;

• Extensive experience supporting senior executives and building effective working relationships with Boards and senior stakeholders.
• Experience supporting key meetings, including preparing papers, taking accurate minutes and managing action logs.
• Demonstrable ability to manage a demanding workload, balancing competing priorities and tight deadlines.
• Ability to operate with integrity and maintain total discretion
• Excellent interpersonal and verbal and written communication skills
• High level of enthusiasm and drive and ability to work on own initiative
• Forward thinking with consistent approach, maintaining, and following through on tasks
• Excellent IT skills including proficiency in all Microsoft Office packages

What you'll be doing;

Executive Support

• Provide high level intuitive executive support to the Executive Leadership Team including; actively managing diaries, outstanding actions and provide support to the Executive team to execute workload
• Forward plan the Executive's time to ensure adequate time is allocated for delivery and review of any upcoming key priorities and documents.
• Planning and scheduling meetings and calls; ensuring relevant information is accessible electronically; including contact details and directions as well as arranging travel between meetings.
• Working closely with the PA to CEO, Corporate Services Director and Board in managing conflicting schedules and adapting to rapid change as and when necessary
• Support the PA to CEO, Corporate Services Director and Board by providing high level executive support to actively stay across issues contained in operational meetings including; taking accurate minutes as required and circulate in a timely manner while maintaining a high level of confidentiality.
• Lead on managing all and associated action logs in a timely manner to ensure follow up by the Executive and Senior team on outcomes are delivered.
• Actively contribute to the success of the wider team, including providing a leave back-up for the PA to the CEO, Corporate Services Director and Board.
• Take accurate and comprehensive minutes, recording decisions, actions and key discussion points, and circulate outputs promptly following meetings including following up on any action logs

Corporate Administration & Project Support

• Process purchase card transactions, expenses and associated administration relating to Executive and Board business activities, including travel, accommodation and events.
• Provide administrative support for organisational projects and business improvement initiatives as required by the PA to CEO, Corporate Services Director and Board.
• As a People and Support Services colleague, support the implementation of administrative processes and continuous improvement initiatives as required by the Head of People and Support Services.
• Undertake additional project or administrative responsibilities appropriate to the level of the role, as required by the Head of People & Support Services.

Meeting & Governance Support

• Coordinate and support ELT meetings and other senior management forums, ensuring agendas, reports and supporting papers are prepared and distributed in a timely manner while maintaining a high level of confidentiality.
• Provide administrative support as required by the PA to CEO, Corporate Services Director and Board, including preparation and distribution of papers, meeting coordination and action tracking, in line with agreed governance process.
• Lead on effective governance by ensuring accurate record keeping and secure management of meeting documentation.
• Act as a key point of contact for administrative enquiries relating to ELT and SLT meetings and actions, building positive working relationships across the leadership team.
• Work Closely with PA to CEO, Corporate Services Director and Board to ensure the data held across the organisation relating to ELT and SLT reports are in line with governance requirements and the Zero Waste Scotland retention policy.
• Support the People team on ensuring data held internally is regularly reviewed and cleansed as per governance requirements and Zero Waste Scotland retention policy.

NB While this role is primarily home-based, there will be some requirement to attend the office or other meeting locations to support meetings.

About Zero Waste Scotland

Zero Waste Scotland is Scotland's circular economy public body. Since 2014, our work has helped more people understand that the answer to the climate emergency is to consume less. Through an expansive range of projects and programmes, our innovative work has shown that embedding circular practices is as possible as it is essential.Through sharing this knowledge, nurturing relationships, and fostering bold collaboration, we're in a truly unique position to influence this vital change.

Here at Zero Waste Scotland, we value our people and are committed to nurturing and supporting them to learn, grow and develop so we can focus our efforts and be a collective force of unique colleagues creating positive change. As an accredited Investors in Diversity organisation, we are committed to embedding FREDIE principles (Fairness, Respect, Equality, Diversity, Inclusion and Engagement) across all that we do at Zero Waste Scotland.

Why work for us

Here at Zero Waste Scotland we value our people. Colleagues are supported and encouraged to grow and develop so we can all focus our efforts and be a collective force for positive change. We want to offer the best experience to all our colleagues, ensuring everyone is supported and empowered to be their best self at work and thrive.

We champion our diverse and inclusive culture, fostering a positive working environment where we all feel safe to be our true professional selves; where we are treated fairly; where there is space to ask questions, to respectfully challenge one another and to share our thoughts and ideas.

We welcome applications from all suitably qualified and eligible candidates and encourage you to talk to us about your preferred hours of work. We'll do our best to accommodate.

We offer competitive pay and benefits to support you and your family, including a contributory pension scheme, life assurance, wellbeing support, flexible working, generous holidays, enhanced family leave entitlements, continuing professional development (CPD) and volunteering opportunities.

For us, work isn't a place we go, but a thing we do so we fully embrace flexibility and encourage you to choose home working where the role allows. While this role is home-based there may be the requirement for some travel to/within Scotland. There will be times when you're required to attend our Stirling office or a client location (normally within the Central Belt of Scotland). The office is located next to the railway station and is conveniently accessed from across central Scotland.