JOB DESCRIPTION

The purpose of the Executive Assistant is to provide efficient daily diary and inbox management as well as administrative support to members of the Executive Team.
To be successful in the role you will need to be highly responsible and organised, have good written and oral communication skills, be able to assimilate information to manage sometimes competing priorities and demonstrate careful attention to detail. Your skills will enable the Exec team members to maximise their working week so that they can deliver the team’s strategy to the best of their ability. You will also be comfortable working and communicating with individuals and teams within Cabinet Office and across government, as well as engagement with external individuals and organisations.
This is an excellent opportunity to gain valuable experience in supporting senior executives in a professional and supportive organisation.

EXPERIENCE / ABILITY

• Excellent organisational skills and ability to prioritise with conflicting demands
• The ability to build, maintain and manage strong relationships with internal and external stakeholders
• Clear written and oral communication style
• Previous experience as a diary manager or executive assistant to a senior official with a busy diary would be beneficial
• Experience of working with multi-site and cross-Governmental teams would be an advantage but not essential

APPLICATION PROCESS

Please provide your CV and a 500 word statement of suitability. This should be based on why you meet the criteria stated within the person specification and job description.

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements

RESPONSIBILITIES & DUTIES

• Coordinating diaries - actively ensuring that the right meetings are given priority, resolving scheduling conflicts and allowing adequate time for travel, preparation and desk work
• Working closely with the Private Office team to prepare the Exec Team members for meetings - ensuring that they are fully equipped with relevant materials and briefed prior to all meetings
• Dealing with telephone and written enquiries and requests from colleagues and staff in other government departments
• Managing the PS inbox, monitoring incoming emails, ensuring that items are correctly marked for that day’s box, submissions are correctly named by teams and supporting the Private Secretary to feed back on box submissions.
• Booking rooms for meetings and ensuring that arrangements for the meetings operate successfully
• Welcoming and chaperoning visitors
• Developing strong relationships with internal and external stakeholders, including other Private Offices
• Supporting the smooth running of the office including business support and administrative tasks
• Managing Exec team office and prepping for guests
• Keeping team distribution lists and databases updated
• Managing travel itineraries, arranging efficient and effective travel to maximise all available time, producing travel briefing packs with visit instructions, travel documents and additional reading materials as directed
• Assisting with providing secretariat support to key meetings, including setting agenda and taking minutes
• Opportunity to support on projects across the Executive Team’s brief including leading on visits or speeches and presentations.