Personal Assistant to Director of Skills Planning and Sector Development - Skills Development Scotland - Monteith House, George Square, Glasgow, G2 1D
(2018-06 - 2022-12)
Contractor, then employee – left due to personal reasons.
- Managed an ever changing diary and inbox to a high standard, making best use of Director's time
- Provided first class support to Director and other Heads within the team
- Ability to work in a fast paced environment with the ability to adapt to new priorities and challenges
- Monitored Director's inbox flagging any urgent issues and delegating emails to relevant Head or relevant member of staff for action
- Prepared ahead of daily catchup calls alerting Director of any deadlines and any emails requiring approval or sign-off
- Screened calls – selected and prioritised messages as appropriate
- Provided discretion and understanding of confidential issues
- Resilient and able to work in a constantly changing environment
- Ability to work in a fast paced environment and able to adapt to different Executive/Heads working styles
- Travelled to various office locations as and when I thought it would be best use of my time to be in the same location as the Director
- Minute taker at various Boards and Committee meetings distributing and printing meeting packs
- Arranged audio/video calls for monthly team meetings
- Arranged all travel/accommodation for the entire team
- Onboarding of new members of staff, ordering laptops/mobile phones etc ahead of start date
- Raised invoices and purchase orders
- Arranged travel, accommodation and taxis for Director and members of the team
- Arranged team lunches for lunch and learn sessions
Personal Assistant to Global Chief Operating Officer - Aegon - 3 Lochside Crescent, Edinburgh Park, EH12 9SA
(2018-04 - 2018-05)
Contractor covering sick leave.
- Managed a very complex, ever changing diary and inbox to a high standard, making best use of Global COO (Exec's) time
- Provided first class support to Global COO, Head of Global PMO and Global Head of Data Technology
- Ability to work in a fast-paced environment, able to adapt to new priorities and challenges and deliver within tight timeframes
- Screened calls and prioritised messages
- Discretion and understanding of confidential issues and highly sensitive projects
- Resilient and able to work in a constantly changing environment
- Ability to build good working relationships with other PA's/Executive Assistants and key stakeholders
- Arranged complex UK and International travel including visa's
- Processed monthly corporate and personal expenses complying with expenses policy
- Filing, highly sensitive and confidential information in a discrete and professional manner
- Prepared daily diary packs for Global COO making sure all relevant papers and information are included
- Arranged internal and external meetings including the collation and distribution of appropriate documentation
- Processed invoices for contractors and external suppliers
- Arranged audio/video conferencing/telepresence and webex meetings
Executive Assistant to Chief Executive Officer - Scottish Qualifications Authority - 58 Robertson Street, Glasgow, G2 8DQ
(2017-10 - 2018-02)
Contractor covering sick leave.
- Acted as a focal point of contact for all enquiries for the CEO
- Provided first class support to the CEO
- Extensive diary management, including scheduling travel arrangements and hotel accommodation to make best use of CEO's time
- Compiled correspondence, replied to letters and invitations by email, telephone or in writing
- Liaised with Senior Executives in matters relating to the CEO's role made sure communication links are maintained at all levels
- Screened calls – select and prioritise messages
- Discretion and an understanding of confidential issues
- Resilient and able to work in a constantly changing environment
- Ability to work in a fast paced environment able to adapt to new priorities and challenges and deliver within tight timescales
- Process monthly corporate and personal expenses
- Meet and greet external visitors
- Responsible for Corporate Office Administrator
- Prepare daily diary packs for CEO making sure all relevant papers and information are included
- Manage a very complex inbox bringing urgent email to the attention of the CEO
- Ability to build good working relationships with other PA's/Executive Assistants and key stakeholders
Personal Assistant to Programme Director - Scottish Widows - Dalkeith Road/Orchard Brae, Edinburgh
(2015-03 - 2017)
Contractor. Ended due to end of the Programme.
- Managed a very complex, ever changing diary and inbox to a high standard, making best use of Director's time
- Acted as a point of contact for the Director's Office
- Worked closely with the Director to anticipate future needs, alongside responding effectively to changes and ad-hoc events
- Arranged and co-ordinated complex travel, meeting arrangements and itineraries
- Arranged internal and external meetings including the collation and distribution of appropriate documentation
- Responsible for communication of information and instructions to direct reports and other key business stakeholders in a timely and sensitive manner
- Managed all incoming post and telephone calls on behalf of the Director ensuring they are prioritised and action taken as appropriate
- Dealt with highly sensitive and confidential information in a discrete and professional manner
- Provided first class support to Director's direct reports on team issues such as absence, holidays and performance issues
- Proactively dealt with any problems or queries which occurred in the absence of the Director
- Processed monthly corporate and personal expenses making sure they comply with expenses policy
- Meet and greet external visitors
- Worked closely with other Executive PA's and Business Managers building good working relationships and sharing best practices
- Prepared daily diary packs for Director making sure all relevant papers and information were included
- Take minutes and actions from weekly/monthly meetings
- Processed invoices
- Provided support to PMO including arranging interviews, on and off boarding of all Programme staff
Executive Assistant to Executive General Manager, DE Software Solutions & Executive Product Manager, Software Solutions - GE Digital Energy - Lauder House, Almondvale Business Park, Livingston
(2014-05 - 2015-02)
Contractor covering maternity leave. Provided first class support to 2 Executives.
- Acted as a point of contact for Executive Office
- Worked closely with the Executives and team to make sure a quick, simple and effective service is provided at all times
- Worked closely with the Executives to anticipate future needs, alongside responding effectively to changes
- Organised meetings, internal and external, including the collation and distribution of appropriate documentation
- Arranged and co-ordinated complex UK and international travel, meeting arrangements and itineraries
- Take minutes and actions from weekly/monthly meetings
- Worked with confidential information
- Prepared and edited presentations
- Proactively dealt with any problems or queries which occur in the absence of the Executives
- Managed monthly corporate card/personal expense claims making sure travel is compliant to GE travel policy at all times
- Managed very complex diaries making best use of Executives time
- Arranged audio/video conferencing/telepresence and webex meetings
- Meet and greet visitors
- Arranged logistics for signed contracts
- Processed invoices
- Arranged relevant visas for regional visits
- Arranged customer dinners
- Arranged annual dinner events in various locations
Executive PA to Chief Information Security Officer and PA to Head of Cyber Security - RBS - Group Security & Fraud, Drummond House, Edinburgh
(2011-09 - 2014-02)
- Provided first class support to the Chief Information Security Officer
- Acted as a point of contact for the CISO's Office
- Managed a very complex, ever changing diary and inbox to a high standard, making best use of CISO's time
- Worked closely with the CISO and Business Manager to make sure a quick, simple and effective service is delivered
- Prepared daily diary packs for Director making sure all relevant papers and information are included
- Anticipated future needs, alongside responding effectively to changes and ad-hoc events
- Arranged and co-ordinated complex UK and international travel, meeting arrangements and itineraries
- Organised travel and accommodation for the department Executives and Senior Managers when events were organised in Asia, India, US, EMEA and UK providing details itineraries
- Arranged internal and external meetings including the collation and distribution of appropriate documentation
- Responsible for communication of information and instructions from the CISO to direct reports and other key business stakeholders in a timely and sensitive manner
- Managed all post and telephone calls
