Executive Assistant - Defra group Finance

Government Recruitment Service; Exeter; On-site; GBP 25,000 - 35,000; Full time

Job summary

A government agency based in Exeter is seeking an Executive Assistant to support two Deputy Directors. Candidates should demonstrate excellent organisational skills and have experience in managing diaries and business operations. The role involves liaising with various team members and ensuring a smooth workflow. Proficiency in tools like Microsoft Outlook and Teams is essential for producing documentation and managing communications. This position offers the opportunity to enhance the business support function within the Finance team.

Qualifications

• Experience in diary and business management.
• Ability to build rapport quickly with team members.
• Skilled in using various software applications.

Responsibilities

• Manage the diaries of Senior Civil Servants.
• Coordinate room bookings and travel arrangements.
• Ensure efficient team administration and record maintenance.

Skills

Organisational skills

Communication skills

Team collaboration

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SharePoint

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.

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