Personal Assistant

Aberdeen, Scotland, United Kingdom

1/10/2025

Net Zero Technology Centre

Role Title

Personal Assistant

Reports To

Chief Acceleration / Impact / Operations / Technology Officer

Purpose of the Role

The main purpose of this role is to support the team in the planning and organising of their diaries, including booking travel arrangements, and coordinating arrangements for meetings and conferences.

Key Responsibilities

• Diary management, coordinating arrangements for meetings and where applicable conferences.
• Coordinating and booking travel arrangements and planning itineraries as required for the Net Zero Technology Centre leadership team.
• Communicates leader’s instructions or requests to various individuals and / or departments and furnishes and obtains information from other individuals, groups, or companies.
• Organises and maintains files of correspondence and records following up on any pending matters.
• Responds to routine requests for information and refers more complex requests as appropriate.
• Screens telephone calls, emails and / or visitors.
• Sends out routine letters and emails and drafts more complex correspondence for principals’ final approval.
• Assembles relevant data and compiles information as directed.
• Answers routine questions and responds to correspondence.
• Organises and expedites the flow of work, initiating follow up action where appropriate.
• Attend meetings and take minutes as required.
• Order and arrange payment of a variety of goods and services required by the relevant managers.
• Organises and prepares complex documents requiring the integration of multiple office technology and software applications.
• Support the reception area ad hoc.
• Raising requisitions in the Company system as required.
• Processing expenses.
• Organise team meetings and workshops.
• Support Net Zero Technology Centre’s D&I agenda by creating an atmosphere with inclusion at the heart and diverse thought and characteristics are encouraged.
• Support your team’s active participation in Net Zero Technology Centre’s STEM programme which is complimentary to the Net Zero Technology Centre activities.
• Additional relevant ad hoc tasks and projects as agreed with the line manager.
  

Personal Skills And Attributes

• Able to work well under pressure.
• Excellent organisational skills.
• Detail-oriented and organised, with ability to multi-task and synthesise multiple perspectives to achieve the team’s priorities, as well as being able to prioritise and work to strict deadlines.
• Inclusive and collaborative approach to managing effective working relationships.
• Ability to build relationships.
• Excellent verbal and written communication skills and an ability to communicate clearly with a range of people from diverse backgrounds and cultures.
• Self-motivated and positive approach, comfortable working in a fast-paced working environment.
• Ability to work collaboratively across the organisation.
• Embraces change, flexibility, and continuous improvement.
• You are an inclusive and collaborative team player who inspires positive and effective working relationships with a range of people from diverse backgrounds and cultures.
• Commitment to the Net Zero Technology Centre’s values of being inspiring, innovative, and inclusive and NZTC mindset.
  

Professional Skills And Attributes

• Ability to deal with highly sensitive and confidential information.
• Highly proficient in the use of MS Office (e.g., Word, Outlook, PowerPoint, and Excel).
• Ability to produce documents and presentations to Executive meeting standards.
• Ability to organise conferences as required by role.
• Can compose letters to a high standard.
• Confident in arranging and making decisions regarding complex travel itineraries.
• Provides effective and efficient administrative service.
• Experience in maintaining and monitoring departmental budgets ensuring prompt and accurate payment of invoices and expenses.
• Can confidently take responsibility for project co-ordination within agreed timelines.
• Ensures Director's / Managers phone is always covered.
• Experience in a similar role.
  

Qualification Requirements For The Role

• Relevant degree or business experience.
  
  

Travel

The role may require short duration travel trips, both within the United Kingdom and internationally.