Executive Assistant & Diary Manager

Government Recruitment Service; Birmingham; On-site; GBP 30,000 - 45,000; Full time

Job summary

A public sector agency in Birmingham is seeking an Executive Assistant to support senior leaders in managing diaries, correspondence, and travel arrangements. This role demands strong organisational and communication skills, along with the ability to handle multiple priorities effectively. The successful candidate will be part of a collaborative environment that values contribution and personal growth. A chance to make a significant impact working in a high-profile position, ensuring operational excellence for the leadership team.

Benefits

Professional development opportunities

Collaborative working environment

Qualifications

• Strong team player with personal responsibility.
• Proven ability to manage multiple priorities effectively.
• Experience in diary management and correspondence.

Responsibilities

• Manage diary, inbox, and correspondence for senior leaders.
• Prepare for meetings and ensure all papers are complete.
• Organise travel and accommodation arrangements.

Skills

Strong organisational skills

Excellent communication skills

Attention to detail

Ability to work independently

Job description

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.

Role Overview

Please note that two positions are being advertised:

• one supporting the Chief Finance and Information Officer (CFIO) and Finance Director.
• 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.

Key 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.