EA to CEO

This is a unique opportunity to work closely with the CEO of a high-profile Scottish organisation, providing trusted, high-quality executive support in a varied and influential role.

The successful candidate will be a trusted partner to the CEO, helping to create capacity, manage priorities and ensure the smooth running of a complex and varied workload. This role goes beyond traditional diary management, requiring someone who can bring structure, organisation and follow-through across a wide range of activities, stakeholders and strategic priorities.

Working closely with the CEO, Board and Senior Leadership Team, you will play an important role in ensuring key commitments, projects and governance activities are coordinated effectively, allowing the CEO to focus on leading the organisation through its next strategic cycle.

Key Responsibilities

Executive Support

• Provide comprehensive executive support to the CEO, acting as a trusted and dependable point of coordination.
• Manage a complex and demanding diary, ensuring effective prioritisation of meetings, commitments and deadlines.
• Coordinate travel, accommodation and logistics arrangements.
• Prepare briefing materials and ensure the CEO is fully prepared for meetings, presentations and engagements.
• Develop a strong understanding of the CEO's working style and priorities to provide proactive support.

Inbox & Communications Management

• Take ownership of inbox management and email triage, ensuring correspondence is prioritised appropriately.
• Draft and prepare correspondence, reports and presentations on behalf of the CEO.
• Act as an initial point of contact for internal and external enquiries.
• Ensure matters are directed to the appropriate member of the leadership team where required

Meeting & Governance Support

• Coordinate Board, Committee and Senior Leadership Team meetings.
• Prepare agendas, compile papers and distribute documentation.
• Record minutes and maintain action logs.
• Monitor progress against agreed actions and follow up with stakeholders to ensure completion.
• Support governance processes and administration activities across the organisation.

Action Tracking & Organisational Coordination

• Maintain oversight of key actions, commitments and deadlines arising from meetings and strategic discussions.
• Help establish effective systems for tracking priorities and ensuring momentum is maintained.
• Support coordination across the Senior Leadership Team to ensure actions are communicated and delivered.
• Provide visibility of progress against key organisational initiatives.

Stakeholder Engagement

• Support the CEO's engagement with Board members, member clubs, Areas and Counties, partners, government stakeholders and other key contacts.
• Coordinate meetings, communications and relationship management activities.
• Maintain discretion and professionalism when handling sensitive information.

Continuous Improvement & Technology

• Identify opportunities to enhance ways of working, ensuring the CEO and wider leadership team are supported effectively.
• Support research, presentations and project work as required.

Person Specification

Essential

• Previous experience supporting senior leaders in an Executive Assistant, Personal Assistant or senior administrative role.
• Exceptional organisational and prioritisation skills.
• Strong written and verbal communication abilities.
• Experience managing complex diaries, inboxes and stakeholder relationships.
• Ability to work independently and exercise sound judgement.
• High levels of discretion and professionalism.
• Strong attention to detail and follow-through.
• Confidence working with senior stakeholders and leadership teams.
• Advanced Microsoft Office skills and comfort using digital productivity tools.

Desirable

• Experience supporting CEOs, Directors or Executive Teams.
• Experience providing Board or governance support.
• Exposure to action tracking, project coordination or organisational planning activities.
• Experience using Microsoft Copilot or other AI-enabled productivity tools.
• An interest in sport, membership organisations or the not-for-profit sector.