31551 - Executive Assistant to Executive Director

www.findapprenticeship.service.gov.uk - Jobboard; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A government job board in London is seeking two experienced individuals to support Executive Directors with their daily business tasks. Responsibilities include managing diaries, coordinating travel, and supporting leadership meetings. Candidates must possess excellent customer service skills, the ability to adapt quickly, and experience in supporting senior leaders. This role requires high organisational skills in a fast-paced environment.

Qualifications

• Proactive and able to adapt quickly to changing priorities.
• Ability to maintain relationships with internal and external customers.
• Experience working with sensitive information.

Responsibilities

• Manage the Executive Director’s diary and mailbox.
• Coordinate travel, leave, and expenses for the Executive Director.
• Be the initial contact for the Office and manage requests.
• Support in leadership meetings and note-taking.

Skills

Excellent customer service and communication skills

Organisational and prioritisation skills

Problem-solving ability

Experience supporting senior leaders

Ability to work independently

Team player

Adaptability

Job description

We are looking for two experienced and organised individuals to join our Operations and our Strategy, Transformation and Assurance (STA) teams, to help manage the Executive Directors daily business and administration.

Working with initiative and a high degree of independence, you will aid the Executive Director in leading the work they deliver with Environment Agency colleagues, Defra, Government, and partners, to create better places for people and wildlife.

Working closely with your direct executive office colleagues, the leadership team’s offices, colleagues across the organisation, and external partners, you will:

• Manage the Executive Director’s busy diary and mailbox to triage and distribute accordingly
• Co-ordinate the Executive Director’s travel, annual leave, expenses
• Manage the shared inbox and be the initial contact for the Office, to action, commission requests or assign tasks independently to others
• Handle and oversee all line manager and administrative tasks of the wider leadership team (expenses, leave, other SOP approvals, etc.)
• Work closely with the team to update the Executive Director on their day-to-day activities and priorities
• Provide support with leadership meetings and note taking/minuting
• Being able to work flexibly to support the Executive Director occasionally outside of your preferred working hours

You will have the opportunity to join the Executive Directors in some internal and external engagement opportunities and to pursue your own personal development goals within the wide-ranging work of the team.

Responding to incidents is a central part of what we do. You will be required to have an incident role and make yourself available to respond to incidents or provide business continuity support during an incident. This may attract an additional payment and full training and workplace adjustments will be available to support you with your incident role.

The team

Both Executive Offices are small, supportive teams that work together to deliver on behalf of the Executive Directors. As part of the team, you will be the key organiser, with assistance and strategic input from others. This includes helping the Executive Director prioritise and deliver the organisation’s action plan by managing their daily activities and appointments accordingly. The working environment is busy, happy, trusting, and high achieving.

Experience/skills required

These are fast-paced offices, and priorities can change quickly to appropriately address incidents, media attention and political steer.

You’ll need to be proactive, able to adapt quickly, use your networks and have an outcome-based approach.

Essential:
• Excellent customer service and communication skills (written and verbal), and the ability to adapt these to different audiences.
• The ability to identify and solve problems, knowing when to draw in support.
• Use initiative and work independently.
• Excellent organisational and prioritisation skills whilst working at pace.
• Ability to develop and maintain relationships with internal and external customers.
• Team player, delivering quality results alone and with others.
• Ability to draw conclusions based on available information.
• Experience supporting senior leaders.
• Good knowledge and understanding of organisational procedures and processes.
• Working with high level sensitive information
• Resilience, determination and ability to respond to changing situations