Executive Assistant - Government Communications

www.findapprenticeship.service.gov.uk - Jobboard; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A government organization based in London is seeking an Executive Assistant to support the CEO and Executive Team. The role involves managing diaries, preparing meeting materials, and handling inquiries from colleagues and government departments. Ideal candidates will have strong organizational and communication skills, with the ability to prioritize effectively. This position offers valuable experience in a professional environment.

Qualifications

• Experience in an administrative role supporting senior executives.
• Ability to prioritize tasks effectively.
• Experience managing diaries and scheduling meetings.

Responsibilities

• Coordinate diaries and prioritize meetings.
• Prepare materials and briefings for the Exec Team.
• Manage inbox and support with submissions.

Skills

Organization skills

Communication skills

Attention to detail

Time management

Job description

The team

The Operations, Private Office, and Governance team plays a critical role in supporting the CEO and Executive Team of the GCS, balancing the organisation's interests, engagement, and priorities. This team is essential for ensuring smooth operations, responsible for business planning, financial and project management, and implementing systems to promote efficiency.

Effective private offices support senior leadership in a fast-paced, politically sensitive environment. As a member of this team, you act as a link between the Executive team, GCS, and the wider communications community, providing insight into senior decision-making processes.

The Executive Assistant will manage daily diaries, inboxes, and provide administrative support to the Executive Team members.

Success in this role requires responsibility, organization, excellent communication skills, the ability to prioritize, and attention to detail. Your skills will help the Exec team maximize their productivity and deliver their strategic objectives. You will interact with individuals and teams within the Cabinet Office, across government, and externally.

This role offers valuable experience in supporting senior executives within a professional organization.

Responsibilities & Duties

• Coordinating diaries, prioritizing meetings, resolving conflicts, and scheduling travel and preparation time.
• Preparing the Exec Team for meetings with relevant materials and briefings.
• Handling telephone and written inquiries from colleagues and government departments.
• Managing the PS inbox, monitoring emails, and supporting the Private Secretary with submissions.
• Booking meeting rooms and ensuring smooth meeting arrangements.
• Welcoming visitors and providing appropriate support.
• Building relationships with internal and external stakeholders, including other Private Offices.
• Supporting office operations and administrative tasks.
• Managing the Exec team’s office and preparing for visitors.
• Updating distribution lists and databases.
• Organizing travel arrangements and producing briefing packs.
• Supporting secretariat duties for key meetings, including agenda setting and minute-taking.
• Opportunities to support projects, including leading visits, speeches, and presentations.