Executive Assistant (Community Investment & Communications)

Key Responsibilities

• Organisation of events for Bute Energy e.g. Political Party Conferences, Stakeholder engagement events, Agricultural shows.
• Coordination of volunteering opportunities for business.
• Manage merchandise for Bute energy.
• Extensive calendar and diary management.
• Creation of presentations, reports and communication materials using the Microsoft Office suite.
• Supporting in the role out of the business’ objectives.
• Management of Director’s expenses, and other office related financial aspects such as invoice approvals.
• Managing internal mailboxes.
• Issue various contracts/documents for digital signing via DocuSign.
• Arranging travel, including flights, trains, hotels, restaurants and taxis.
• Minute taking at team meetings and governance committees/boards.
• Act as an advocate for the Community Investment & Communications team, promoting awareness and consistent application of Bute's brand and communication standards across the business and externally i.e. partnerships, events, sponsorships.
• To support the Community Investment and Communications Director to prepare all necessary reporting to satisfy the needs of the board, investors and committees.
• To provide administrative assistance to the wider team where necessary.

• Maintaining external stakeholder list for events and engagement.
• Ensuring calendar and diary are up to date.
• Ensuring travel and accommodation cost bookings provide best value for the business.
• Management and submission of expenses.
• Ensuring meeting agendas and briefing packs are prepared in advance.
• Minute taking at key committee meetings.

Skills, Knowledge & Expertise

• Ability to assist with new systems / databases
• Confidence to deal with high level stakeholders
• Excellent organisational skills and attention to detail
• Strong communication and presentation skills, both written and verbal
• Ability to work as part of a team and form good working relationships, internally and externally
• Ability to prioritise and pre-empt requirements
• Proven ability to maintain discretion and confidentiality
• Flexible and adaptable
• Excellent telephone manner
• Confident, determined and deadline driven.
  
  

• Experience in organising events
• Experience in working with the Microsoft Office suite (Word, Excel and PowerPoint)
• Previous experience in a PA/EA role supporting Directors

Benefits

• Hybrid work available.
• Flexitime with the ability to work core hours and take time back in lieu throughout the week.
• Fridays are allocated as ‘no meeting’ days to ensure down time at the end of the week.
• 28 days annual leave, plus bank holidays.
• Private Medical Insurance from day 1 with cover for immediate family including spouse or partner and children, including direct mental health pathways and support.
• Annual pay review and discretionary bonus.
• Employer pension contributions up to 7%.
• Electric car scheme via salary sacrifice.
• Cycle to Work Scheme
• Tech scheme – discounts on latest technology including laptops, phones, iPads for personal use
• Life assurance cover and income protection.
• Travel insurance.
• Suite of enhanced policies and provisions to support colleagues through all the moments that matter.
• Regular team socials, activities, sporting events and charity fundraisers.