Executive Assistant to the Chief Operating Officer

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Job Purpose: The EA to the COO will provide high level administrative and organisational support to the COO, ensuring the efficient day to day management of their workload. The role has a significant governance component, including responsibility for coordinating Board and Committee activity, preparing papers, minuting meetings, and tracking actions to support the COO in their role as Clerk to the Board of Directors. This role will suit a professional administrator who combines strong organisational and administrative ability with excellent interpersonal and emotional intelligence skills. The successful candidate will be confident in building and maintaining positive relationships ensuring smooth communication and effective support across The School community. Key Outputs & Responsibilities: 1. Executive Assistance to the COO Act as first point of contact for the COO, managing incoming communication, requests and issues with discretion and sound judgement Proactively manage the COO s diary, ensuring prioritisation, forward planning and accuracy including arranging meetings, calls and appointments as required Ensure the COO is fully prepared for all meetings and engagements through the timely collation, organisation and summary of relevant documentation or information Schedule and coordinate meetings on behalf of the COO, taking minutes where required Draft, review and manage correspondence on behalf of the COO, including sensitive communications requiring confidentiality and tact Build effective working relationships with senior stakeholders, acting as liaison between the COO and the wider school community Develop and maintain office systems, including data management and filing both paper and electronic Liaise between Executive Team and other departments to ensure alignment and effective flow of information. Actively participate, as required, in project groups relating to the COO and non-teaching departments, and act as a point of coordination and support, tracking progress and ensuring deadlines and deliverables are met Attend meetings on behalf of the COO to take notes and provide input on behalf of the COO where necessary 2. Governance and Board Support Lead the end-to-end coordination of Board and Committee meetings, ensuring all logistical, administrative and compliance requirements are met Develop and manage an annual meeting calendar for the Board and sub-Committees Collate, proofread, and organise Board and Committee papers, ensuring accuracy and timely distribution Upload and manage documentation within the board portal, maintaining version control and ensuring accessibility for all relevant parties Attend all Board and Committee meetings to produce clear, accurate and professional minutes that reflect discussions, decisions and actions Maintain a comprehensive action log, tracking progress and following up to ensure timely completion 3. Other Duties: Support the administration of bursary and financial support processes, including maintaining records, coordinating documentation and assisting with assessments Ensure all documentation requiring COO review, approval or signature is processed efficiently and tracked appropriately Provide cover for the Rector s Personal Assistant during periods of absence, ensuring continuity of support Undertake ongoing professional development to maintain and enhance skills relevant to the role Undertake other duties as directed by the COO or Rector, consistent with the responsibilities of the position Person Specification 1. Qualifications & Experience Educated to Higher level (or equivalent experience) Proven experience in a senior administrative, PA, or EA role supporting a senior manager or leadership team Experience of preparing documentation for senior meetings, including collating papers, coordinating inputs, and minute taking Experience of working with highly sensitive and confidential information Familiarity with Data Protection (GDPR) legislation 2. Skills Excellent organisational skills with the ability to manage a complex and varied workload, prioritising effectively with minimal supervision Confident user of Microsoft Office, with the ability to produce high-quality documents, reports and presentations Highly developed written and verbal communication skills, with the ability to produce clear, accurate and appropriately toned correspondence Ability to draft sensitive and complex communications on behalf of the COO, maintaining confidentiality and reflecting organisational values Ability to suggest pragmatic solutions while considering the school s priorities and reputation 3. Personal High level of discretion, integrity and professionalism at all times Resilient and composed, with the ability to remain calm and effective under pressure Strong sense of accountability and ownership over tasks and outcomes An understanding of, and ability to operate effectively within the culture of an Independent School environment Ability to build relationships across different departments and maintain good working relationships with colleagues Interested candidates are welcome to make informal enquiries in advance of the closing date. Please email slocherty @highschoolofdundee.org.uk. The School requires all newly appointed staff to undertake a check with the Scottish Criminal Records Office in line with the Protection of Vulnerable Groups ( PVG ) Scheme. Offers of employment are conditional upon satisfactory registration with the PVG Scheme. Please note we are unable to provide sponsorship for a work visa so candidates should ensure they already have or are able to obtain the right to work in the UK before applying. Closing date is 8 April 2026. Please note that applications may be considered and the position filled prior to the closing date, so early submission is encouraged. To apply, click on the s1jobs APPLY button now. About the High School of Dundee At the High School of Dundee, our unique location in the heart of the city is a major strength, helping our pupils feel connected to the real world, creating fully rounded and grounded young people. The school currently has over 900 pupils, from age 3-18, who divide their time between our main city centre campus and our extensive sports facility, Mayfield. Our approach is built on a profound belief that if young people are valued, supported known, and engaged in their learning, they can achieve amazing things. We have a long track record of outstanding exam results, which we owe to our rigorous approach, expertise built up over many years and a genuine desire to see our pupils realise their potential. In our Primary School, the children work daily on the crucial building blocks of literacy and numeracy, but the focus is also on making learning fun, engaging and wide-ranging. And in the Senior Years, choice is paramount. In S3, our pupils can choose eight subjects to focus on, while in S5 they can select from 25 subjects at Higher level. At Advanced Higher, 23 subjects are available. The timetabling of exciting new interdisciplinary STEM Innovation and Business Enterprise courses, in addition to computer science for all, has embedded Future Skills into our curriculum. In tandem, the development of partnerships with local businesses is allowing us to provide real world learning opportunities which further enriches our pupils learning. A focus on the essential importance of Pastoral Care and on encouraging all pupils to make the most of the opportunities presented by our vibrant and extensive co-curriculum, helps create an environment in which the School s Core Values are ever-present and where the desire to learn, support one another and grow is embraced by all.
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Location:
Dundee
Job Type:
FullTime

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