Executive Assistant - Defra group Finance

Government Recruitment Service; Birmingham; On-site; GBP 30,000 - 40,000; Full time

Job summary

A government agency is seeking an Executive Assistant in Birmingham to support two Deputy Directors. The role requires excellent organizational skills, experience with senior leadership, and proficiency in Microsoft tools. Responsibilities include diary management, administrative support, and improving team processes. This position offers a chance to make a positive impact in a dynamic finance team.

Qualifications

• Experience working with colleagues at all levels of hierarchy and strong organisational and administrative skills.
• Proficiency with Microsoft Outlook, Teams, OneDrive, SharePoint, Word, Excel, and PowerPoint.
• Ability to manage diaries, inbox, and business administration for senior leaders; maintain confidentiality and professional judgment.
• Ability to interact with a range of stakeholders and act as a reliable first point of contact.

Responsibilities

• Handle and prioritise meeting requests, dealing with a wide range of individuals.
• Ensure the diary is aligned with the SCS’ short and long term priorities.
• Play an active part in driving improvement and professionalisation of the Business Support community.

Job description

This role sits within the Finance team and is working directly with two Deputy Directors that manage areas within the directorate.

Defra group Finance (DgF) is an innovative, award-winning team full of talented, professional people. We are passionate about delivering a high-quality finance service to help Government achieve the best possible value for Taxpayers’ money.

We are looking for a talented and enthusiastic team player to fill the role as an Executive Assistant to two Deputy Directors. You will have the ability to quickly develop a great rapport with other Executive Assistants who also support senior colleagues across the business. You will need to make a positive impact and be recognised for your organisational skills and knowledge of your role.

You will be experienced in working with colleagues at all levels of hierarchy and will possess the excellent organisation and administration skills required to effectively undertake diary, inbox and business management activities. We will support you to become competent in the use of software applications including communication and collaboration tools such as Microsoft Outlook, Teams, One Drive and SharePoint platforms as well as other tools such as Microsoft Word, Excel and PowerPoint enabling you to produce high quality documents and presentations.

As an Executive Assistant you will provide crucial secretariat support two Senior Civil Servants (SCS). Your calm and organised approach will ensure the efficient running of the Director’s/Deputy Directors’ day to day business as well as contributing to the overall effectiveness of the wider Executive Assistant community.

Key responsibilities

• Diary management
  Handling and prioritising meeting requests, dealing with a wide range of individuals at all levels across the Department
  Ensuring that the diary is aligned with the SCS’ short and long term priorities
  Ensuring that necessary arrangements (room bookings, travel) are in place
  Ensuring the SCS has all papers in advance of meetings where these have been provided
  Acting as first point of contact for the SCS(s) you support for advice, enquiries and information
  Monitoring progress for responses to communication, prompting and chasing responses where necessary
• Support and, as appropriate, lead on maintaining good team administration and record including:
  Updated organisation charts
  Ensuring your SCS completes correct starters/leavers processes
  Keeping update FTE records
  Coordinating updates of team business continuity plans
  Maintaining up to date emergency contact lists
• Playing an active part in the driving improvement and professionalisation of the Business Support community – building relationships with other EAs and Private Offices, recommending and implementing new ways of working and best practice

Qualifications and what you’ll bring

• Experience working with colleagues at all levels of hierarchy and strong organisational and administrative skills
• Proficiency with Microsoft Outlook, Teams, OneDrive, SharePoint, Word, Excel and PowerPoint
• Ability to manage diaries, inbox, and business administration for senior leaders; maintain confidentiality and professional judgment
• Ability to interact with a range of stakeholders and act as a reliable first point of contact

EEO statement: We are an equal opportunity employer and value diversity in our workforce.