Technical Executive Assistant

Technical Executive Assistant


Company Cairn
Job Title Technical Executive Assistant
Line manager Group HSE Manager
Type of contract Permanent
Location Edinburgh
Department HSE 

Role summary 

This is a combined developmental role to support to the HSE Dept in EA duties and technical areas, in particular data management, CERT administration and social and community communication.

It includes assisting the Group HSE Manager and other members of the team in administration matters, and technical input to projects and Corporate reporting.

Areas of responsibility


  • Assist in promoting adherence to the Cairn Code of Ethics and implementation of Cairn Corporate Respsonsibility Management System (CRMS)

  • Act on behalf of the Dept on supporting internal committees as needed



  • Provide support to the Dept including meeting and travel management

  • Lead in management of files, hard and soft copy including development of consistent filing structures in existing and planned IS filing mechanisms

  • Manage and maintain all general and confidential electronic and manual files within the department to ensure that all records are accessible for department staff and up-to- date and that the filing system is kept in good order

  • Support in maintaining compliance with General Data Protection Regulations

  • Management of CRMS documentation including document control and revision schedule

  • Developing and formatting documentation in line with Cairn requirements


  • Arrange travel and accommodation for team members within the UK & Overseas. This would include organising flights, trains, taxis, hotels and formulating travel itineraries
  • Preparing visa applications and ensuring team members have relevant inoculations in advance of travel
  • Up-dating travel profiles on the company travel system

Crisis and Emergency Response Team

  • Maintain CERT rota and documentation distribution
  • Assist in managing the CERT Portal documents
  • Administer CERT room and training records as directed

Corporate Data Reporting & Performance

  • Facilitate data collection from assets, data consolidation and entry into the Credit 360 database
  • Develop and maintain an understanding of administration of Credit 360 database including reporting algorithms
  • Assist in collection, interpretation and reporting of any relevant HSE related data
  • Track progress and assist in development of Corporate Responsibility input into Annual Reports and Corporate Responsibility web pages

Social and Community Communication

  • Work with HSE Dept personnel on social and community aspects of operational projects
  • Assist in development of Public Consultation and Disclosure Plans (PCDP)
  • Development and management of stakeholder project communications registers
  • Support in developing and production of stakeholder communication materials

Skills/Experience Required


  • Preference for degree level of professional qualification in a relevant discipline.


Relevant Experience/Skills

  • Prior experience of operating as a PA/EA with willingness to develop into a technical role
  • Interest in Human Rights and Community Social Investment
  • Commitment to uphold and promote Cairn Code of Ethics and CRMS requirements
  • Proactive communicator and ability to liaise with other disciplines and people from different backgrounds
  • Good standard of written English
  • Expert in MS Office software and preference for good skills in MS Project and Visio
  • ability to work under pressure in a fast moving environment and flex as required, working extra hours if needed
  • demonstrate methodical approach and strong attention to detail
  • ability to plan, prioritise and deliver to tight timescales
  • initiative and self motivation
  • ability to work quickly with accuracy and attention to detail
  • able to build and maintain effective relationships and networks both internally and externally
  • able to communicate clearly and concisely both verbally and in writing at different levels


Company Values and High Performing Behaviours


  • Respect
  • Relationships
  • Responsibility

High Performing Behaviours

  • Be Safe
  • Be Focused
  • Be Open
  • Be Collaborative
  • Be a Leader
  • Be Empowered
  • Be Entrepreneurial