Executive Assistant & Diary Manager

Valuation Office Agency; Birmingham; On-site; GBP 30,000 - 40,000; Full time

Job summary

A public sector agency is seeking an Executive Assistant to support senior leadership, managing diaries, prioritizing tasks, and ensuring effective communication. The role demands strong organizational skills and the ability to work independently as well as collaboratively within a team. You will organize meetings, prepare minutes, and assist in travel arrangements, all while ensuring that high standards of support are maintained. A strong sense of responsibility and proactive communication are essential.

Qualifications

• Demonstrated ability to support senior leadership effectively.
• Experience in managing diaries and emails.
• Excellent communication and interpersonal skills.

Responsibilities

• Manage the senior leaders' diary, inbox, and important correspondence.
• Ensure all meetings are prepared for with necessary documents.
• Provide cover for other PAs during sickness and leave.

Skills

Team player

Strong organizational skills

Diaries and inbox management

Proactive communication

Meeting preparation

Job description

Overview

One supporting the Chief Finance and Information Officer (CFIO) and Finance Director, and one supporting the Director of District Valuer Service (DVS). This is a challenging and high-profile role, which offers a fascinating insight into the issues facing the Agency. You will be part of a private office team which supports the Chief Finance and Information Officer (CFIO) and Finance Director or the Director of District Valuer Service (DVS) to provide strategic focus and leadership to the organisation. You will develop and draw on a range of skills and will need to be both a strong team player and someone who can work independently, with a strong sense of personal responsibility. Working in private office is rewarding and stretching - no two days are ever the same. The Executive Assistant and Diary Manager provides a close support function to the senior leadership in managing their diaries and the day-to-day practicalities that enable an effective private office.

Responsibilities

• Developing a good understanding of the senior leaders' priorities, business area and the business needs and expectation, to ensure effective support, including signposting to relevant teams in the directorate.
• Ensuring that work is managed and prioritised and they are aware of any issues or changing priorities, ensuring key or urgent issues are highlighted at the earliest opportunity.
• Identifying senior leaders' actions from a variety of sources and ensuring these are recorded, scheduled and monitored.
• Managing the senior leaders' diary, inbox and correspondence, ensuring that time management is optimised and that all incoming and outgoing email communications are proactively and efficiently managed. On occasion acting as the first point of contact for the CFIO or Director.
• Ensuring the senior leaders are fully prepared and briefed for meetings, ensuring all papers are received, clear relevant, accurate and complete.
• Organising, attending, preparing minutes, taking notes and actions from highly confidential and sensitive meetings with the Director.
• Organising and planning travel and accommodation arrangements as required, ensuring value for money.
• Working with others in the PA/ Private Office network, including providing support and cover for other PAs during sickness and leave, ensuring consistent and effective support.
• Disability Confident

About Disability Confident

A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to .

About the Valuation Office Agency

The Valuation Office Agency (VOA) are the public sector's property valuation experts and advisers with a vision to be a world-leading provider of public sector valuations. Our work is vital to the collection of over £60 billion of revenue which goes back into communities, touching every citizen and every business across England and Wales. We champion the values of professionalism, integrity, respect and innovation. We are committed to providing a collaborative and supportive working environment that encourages every colleague to contribute, grow and excel together. With opportunities to drive your own development and growth, we empower our colleagues to succeed by ensuring support at every step of their career journey.