Executive Support Officer

Community Energy Scotland is recruiting for an Executive Support Officer. We are seeking a highly organised, proactive, and trustworthy Executive Support Officer to provide high-level administrative and strategic support to CES’ CEO and Directors, and wider Management Team on occasion. The role requires exceptional organisation, discretion, and the ability to manage priorities in a fast-paced environment. The successful candidate will manage day-to-day tasks, coordinate schedules, and ensure smooth operation of professional activities.

• £32,300 per annum (pro rata of 35 hours per week full time)
• 1 year fixed-term appointment, with possibility for extension
• Full Time/Part Time Post (we are open to discuss part-time hours from a minimum of 21 hours to full-time at 35 hours per week) with potential for job shares and/or flexible working as per the CES Flexible Working Policy.
• Based in Scotland.

JOB DESCRIPTION

1.1. Overall Purpose

The successful candidate will work directly with the CEO and Directors, managing day-to-day tasks, coordinating schedules, taking on the executive’s administrative tasks and providing secretariat to the Management Team. The main aim of the post is to reduce the administrative burden on the CEO and Directors, and there will be some trialling of tasks in the first few months to determine which are most effective in achieving the aim, and therefore some tasks may be prioritised while others may be dropped.

1.2. Daily Tasks

Your role will be to deliver the following tasks:

• Act as a trusted gatekeeper for the CEO and Technical Director, managing communications and prioritising requests
• Provide comprehensive executive support to the CEO, including diary, inbox, day to day admin and meeting management, prioritising effectively
• Handle any correspondence on behalf of the CEO or directors, including confidential and sensitive information, with the utmost discretion, professionalism and integrity
• Anticipate executive needs and proactively resolve issues to maximise effectiveness and increase efficiency
• Undertake desktop research to identify local priorities and needs related to energy

1.3. Regular Tasks

• Coordinate and prepare for Management Team and other internal meetings, preparing agendas & briefings and taking minutes
• Track actions, deadlines, and deliverables for the Management Team and provide reminders to ensure follow through
• Attend meetings at request with the CEO and Technical Director, taking notes and actions for them
• Organise Board meetings, confirming the agenda with the Executive Team and Chair, ensuring quorum, creating the Board Meeting Pack using papers and updates from staff, and taking minutes.
• Taking minutes for the CES Trading Board Meetings.
• Provide support to governance processes, such as updating internal CES budgets
• Act as a key point of contact for the CEO, liaising with senior stakeholders and external partners
• Draft and format correspondence, reports, presentations and briefing documents for the CEO and Technical Director
• Support with proof-reading key documents
• Provide administrative support to HR, including processing staff forms, monitoring EDI and drafting/updating documents
• Make travel arrangements, including flights, accommodation, and itineraries for CEO and Management Team
• Lead and co-ordinate two CES in-person Team Meetings a year
• Work as part of a team on the delivery of CES’ Quality Assurance Self-Assessment

1.4. Occasional Tasks (when necessary and as required)

• Provide support in organising CES’ Annual General Meeting
• Ensure GDPR compliance within CES HR processes and filing system
• Provide administrative support for staff recruitment
• Support the Head of Finance with finance admin
• Support with research tasks, review documents, identifying, mapping and summarising information
• Support HR with updating and creating internal CES policies
• General administration for project when required