Executive Assistant - Defra group Finance

Government Recruitment Service; Newcastle upon Tyne; On-site; GBP 30,000 - 40,000; Full time

Job summary

A government department is looking for an Executive Assistant to support two Deputy Directors in Newcastle upon Tyne. The successful candidate will manage diaries, ensure effective communication, and provide crucial administrative support. Proficiency in Microsoft applications and strong organisational skills are essential. This role promises a vibrant work environment within a dedicated finance team.

Qualifications

• Experience in working with colleagues at all levels of hierarchy with strong organisational and administration skills.
• Ability to manage diaries, inboxes and business administration effectively.
• Proficiency with software applications.

Responsibilities

• Handle and prioritise meeting requests and diary management.
• Maintain team administration and records efficiently.
• Drive improvements within the Business Support community.

Skills

Organisational skills

Administration skills

Interpersonal skills

Tools

Microsoft Outlook

Microsoft Teams

OneDrive

SharePoint

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Overview

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 / Requirements

• Experience in working with colleagues at all levels of hierarchy with strong organisational and administration skills
• Ability to manage diaries, inboxes and business administration effectively
• Proficiency with Microsoft Outlook, Teams, OneDrive, SharePoint, Word, Excel and PowerPoint
• Ability to produce high quality documents and presentations
• Experience providing secretariat support to senior officials and maintaining team records