Executive Assistant

Job description & How to apply

Job title: Executive Assistant

Type of role: Full-time or Part-time (min. 28 hours per week)

Location: Edinburgh, UK (On-site)

Salary: £22,000 – £28,000, per annum/pro-rata (dependent on experience).

 

About Border Crossing UX

Border Crossing UX is a user experience design consultancy based in Edinburgh and London. We help organisations accelerate innovation, adoption, and growth. For over 10 years, our research, strategy and user centred design services have produced profitable outcomes across sectors.

Together, we imagine a better world and then create it. That is why medium-to-large companies and public sector organisations choose us to solve complex problems, explore new opportunities and develop new value propositions, products and services.

Border Crossing UX is a lean micro-company that delivers high-end consultancy services. All employees are expected to maintain high quality standards and adhere to a collaborative and iterative approach to work that is focussed on delivering the most value, for the least effort.

As a key team member interacting with our key clients, consultants and suppliers you will need excellent verbal and written communication, be collaborative in your approach and be able to exercise excellent judgement. As given our size we tend to collaborate, contribute, and rely on each other to deliver high-quality inputs that add up to the desired outcomes on both client-facing and internal projects.

 

Core responsibilities

  • Advanced calendar and scheduling management: prioritise inquiries and requests and troubleshoot scheduling conflicts and resource bottlenecks.
  • Synthesise inputs and prepare/maintain live Management Information: compile key data and contribute to the development of quarterly Management Information and Board reports.
  • Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organisation: including assisting with special projects, producing complex documents, reports and presentations, collecting and preparing information for meetings with staff, prospects and clients, composing and managing correspondence, exercising judgement to reflect the MD’s style and approach.
  • Work closely with the MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Maintain open communications with the consulting team, including assisting with project management and helping prepare information and documents as needed.
  • Co-ordinate events and travel.
  • Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the MD and staff.
  • Work with the MD to coordinate the MD’s outreach activities.
  • Follow up on contacts made by the MD to cultivate ongoing relationships.
  • Manage all aspects of organisation’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organisation grows.
  • Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organisation.
  • Financial administration: manage petty cash, log receipts, prepare budget recommendations.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Answer main phone line and respond to inbound inquiries.
  • Invest in building long-lasting relationships both externally and internally.

Essential skills & experience

  • Expert proficiency with Microsoft Office and desktop publishing software; ability to edit graphic (PPT) presentations and materials.
  • Strong verbal and written communication skills.
  • Exceptional organisational skills.
  • Impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information. Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice.

 

Timeline

Application deadline: December 3rd 2021

Interviews: December 8th – 15th 2021

Start date: mid-January/early February 2022 (negotiable)

 

How to apply

To apply for this role please:

  • Send a covering email that details the following information:
    • What skills will you bring to this role?
    • What you wish to achieve in this?
    • Why you want to work at Border Crossing UX?
  • Share a link or attach your CV.
  • Provide a minimum of 2 references we can contact for further information.

To:

 

Border Crossing UX is an equal opportunities employer.

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