Executive Assistant

DfT Operator; London; Hybrid; GBP 35,000 - 46,000; Full time

Job summary

DfT Operator is seeking an Executive Assistant to deliver comprehensive administrative support to executive directors. This hybrid role involves managing diaries, arranging meetings, and ensuring high-level communication across teams. The successful candidate will demonstrate exceptional organisational skills and experience in a fast-paced environment.

Benefits

25 days annual leave, rising to 30

Personal learning account of £300 per annum

Employee Assistance Scheme

Voluntary Benefits scheme

Qualifications

• Extensive experience with diary management and prioritising emails.
• Ability to deal with senior stakeholders and maintain confidentiality.
• A strong track record of meeting deadlines in a high-pressure environment.

Responsibilities

• Provide proactive inbox and diary management to Executive Directors.
• Arrange meetings, travel, and continue support across multiple directors.
• Manage budget spend and assist with finance-related tasks.

Skills

Organisational skills

Attention to detail

Communication skills

Interpersonal skills

Education

Several years of EA/PA experience at Director level

Tools

Microsoft Office

Job description

Join to apply for the Executive Assistant role at DfT Operator

Join to apply for the Executive Assistant role at DfT Operator

Get AI-powered advice on this job and more exclusive features.

Direct message the job poster from DfT Operator

Senior Resourcing Business Partner - Great British Railways Transition Team (GBRTT)

Job Role: Executive Assistant

Location: Hybrid with Waterloo General Office

Role Type: Permanent

Reporting to: Business Manager

Salary: Up to 46,000K

Description summary

DfT Operator Limited ‘DFTO’ was established by the Department of Transport in 2018 to take over the management of rail franchises should it become necessary to bring them into public ownership. Following the Royal Assent of the Passenger Railway Services (Public Ownership) Bill 2024, the Department for Transport gave DFTO a new mandate to bring all currently privately-owned train operators into public ownership, as part of flagship Public Ownership Programme, delivering on its commitment to reform Britain’s railways.

It currently has responsibility for four train operators, LNER, Northern Trains, Southeastern and TransPennine Express. In December 2024, the Secretary of State announced that the next three train operators to transfer into DFTO in 2025 would be South Western Railway (25th May); c2c (20th July) and Greater Anglia in Autumn 2025.

It therefore needs to be well prepared, yet reactive, with a broad knowledge of UK rail issues. The experience of LNER, SET, NTL and TPT has been positive, with strong working relationships developed with management teams, the businesses are stabilised and working towards a longer-term forward-thinking strategy, and improvements in key metrics.

DFTO directors are individuals with significant rail industry experience, and the small team in DFTO facilitates quick decision making. DFTO is not a government department, we are a ‘Public Corporation’ of the Department for Transport. Whilst we work closely with DfT. and its professional advisers, we have our own governance and ability to quickly drive improvement.

DFTO is committed to working closely with all aspects of the rail industry and Government to ensure the continued provision of critical passenger rail services, to a high standard, in a cost-efficient manner.

Duties and responsibilities

General support

• Provide proactive inbox and diary management to 2-3 Executive Directors
• Highlight priorities and conflicts to an executive director, source alternatives
• Act on behalf of an executive director as the first point of contact
• Deliver effective gatekeeping, forward planning and scheduling
• Proactively flag and escalate and/or act upon priority emails or requests
• Communicate professionally on the executive director’s behalf
• Prepare the timely circulation of agendas, materials, minutes/actions, monitor and follow up actions
• Assist executive directors with sign offs and follow ups (chasing)
• Communicate with internal and external people directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas of DFTO
• Manage the One Drive filing system observing DFTO’s e-filing protocols
• Arrange meetings and workshops on request including meeting logistics e.g. room set-up, refreshments, AV etc.
• Arrange travel and accommodation bookings in line with policy
• Attend meetings with executive directors if required to take meeting minutes; proactive follow up on action points
• Liaise with executive directors to deliver administrative tasks such as expenses, post, couriers, archiving, printing, photocopying, scanning, e-sigs, electronic transfers, bundles etc.
• On request produce basic PowerPoint presentations and amend as appropriate
• Act as a liaison between the external IT provider and the executive director for IT issues or enhancements e.g. trouble shooting, suggesting IT fixes, new system set up etc.)
• Provide administrative and coordination support to other directors during the Senior EA’s leave.
• Ensure knowledge and recording of budget spend across the four directorates
• Monitor local budgets and cost schedules
• Work with finance team to proactively manage purchase order numbers and other purchases below the PO threshold
• Assist the finance team in processing purchase orders and invoices, ensuring payments are requested and received in good time
• Prepare and collate credit card and personal expenses in a timely manner.

Event Management

• Act as key contact (for attendees) liaise and work collaboratively with TOC EAs
• Support DFTO and TOCs with organisation of internal and external events such as conferences
• Support executive directors arrange hearings or other specialist meetings
• Provide basic project management and ownership of tasks delegated as appropriate.

Capability requirements

• Exceptional organisational, planning and prioritisation skills, impeccable attention to detail, high level of accuracy and ability to work unsupervised
• Evidence of data and insights management e.g., extract, manipulate, analyse and present data sets and insights
• Confident ability to deal with senior ‘clients’ and build relationships with the executives
• Excellent standard of communication, both written and verbal; evidence of the ability to communicate appropriately to senior stakeholders
• Strong interpersonal skills and can evidence exceptionally high levels of integrity
• Evidence of the ability to deal with uncertainty comfortably
• A highly motivated, organised individual able and happy to work independently
• Professional self-starter with the ability to influence a great working culture (in person and remotely)
• A strong track record of meeting deadlines in a high-pressure environment
• Advanced Microsoft Office skills.

Prior Experience and behaviours

• Several years of direct EA/PA experience at Director level/supporting at least two executives in a fast-paced environment e.g., extensive experience with diary management, arranging calls and prioritising emails
• Demonstrable practical experience of managing multiple deadlines for a variety of diverse stakeholders
• Demonstrate the ability to ensure all activities and duties adhere to risk and compliance requirements and maintain all requirements to protect confidential information
• Displays discretion and good judgment
• Adaptable and open to change showing a willingness and confidence to make suggestions for continuous improvement
• Ability to cope with a wide range of competing demands and changing priorities
• Ability to anticipate issues, problem solve and provide practical innovative solutions.
• Annual Leave: excluding bank holidays, starting at 25 days rising by an additional day per year of service up to a maximum of 5 (max: 30 days)
• Personal learning account of £300 per annum
• Employee Assistance Scheme
• Voluntary Benefits scheme

Equity Statement:

At DFTO we are committed to creating an inclusive and equitable workplace where diverse perspectives and backgrounds are valued. We believe that diversity enriches our team and contributes to our success. We welcome applicants from all backgrounds and experiences, and we are dedicated to providing equal opportunities regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or other status. We strive to foster an environment where everyone feels respected and empowered to bring their whole selves to work. We actively promote practices that ensure fairness, eliminate biases, and support the growth and development of all employees. Join us in our mission to create a workplace that reflects the diverse communities we serve and fosters a culture of equity and inclusion. Together, we can build a brighter future where every voice is heard, every idea is valued, and everyone has the opportunity to thrive.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative and General Business

• Industries

  Rail Transportation

Referrals increase your chances of interviewing at DfT Operator by 2x

Get notified about new Executive Assistant jobs in London Area, United Kingdom.

London, England, United Kingdom 9 hours ago

Greater London, England, United Kingdom 3 weeks ago

City Of London, England, United Kingdom £47,000.00-£50,000.00 2 weeks ago

Office Manager & Executive Assistant (Based in London)

London, England, United Kingdom 4 months ago

Executive Assistant to Founder/Chief Executive Officer

Greater London, England, United Kingdom 13 hours ago

Executive Assistant , Amazon Global Sales- UKI

London, England, United Kingdom 2 weeks ago

London Area, United Kingdom $85,000.00-$125,000.00 6 days ago

City Of London, England, United Kingdom 2 weeks ago

London, England, United Kingdom 2 weeks ago

London, England, United Kingdom 2 weeks ago

London, England, United Kingdom 2 months ago

London, England, United Kingdom 4 days ago

London, England, United Kingdom 6 days ago

Part Time Office Manager-Starling Red London Battersea Power Station

London, England, United Kingdom 4 days ago

Executive Assistant (EA) to RL and ME Hospital Executives Barts Health NHS Trust

London, England, United Kingdom 1 month ago

Hammersmith, England, United Kingdom 1 week ago

City Of London, England, United Kingdom £120,000.00-£200,000.00 2 hours ago

London, England, United Kingdom 5 days ago

London, England, United Kingdom 4 days ago

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.