Executive Officer

Brook Street; Greater London; Hybrid; GBP 125,000 - 150,000; Full time

Job summary

A recruitment agency is seeking a confident PA for a fast-paced role in the Information and Digital Directorate. The successful candidate will manage diaries for senior leaders, arrange travel, and undertake various administrative tasks. Excellent verbal and written communication skills and strategic thinking are essential. This is a temporary position offering a pay rate of £15.59 per hour, with potential for hybrid work after training. Applicants must pass SC clearance and provide proof of the Right to Work in the UK.

Benefits

Accrual of up to 33 days paid annual leave

Training for internal systems

Travel and hotel expenses covered

Qualifications

• Must have excellent verbal and written communication skills.
• Strategic thinker, able to plan ahead proactively.
• Attention to detail is essential.

Responsibilities

• Manage diaries for the Deputy Directors, ensuring smooth logistics.
• Flag and manage important emails effectively.
• Organize domestic and overseas travel arrangements.

Skills

Verbal communication

Written communication

Proactive organization

Advanced Microsoft Excel

Advanced Microsoft Word

Advanced Microsoft PowerPoint

Advanced Microsoft Outlook

Advanced Microsoft Sharepoint

Advanced Microsoft Teams

Strategic thinking

Job description

Looking for a new PA role that is different every day, fast-paced and challenging?

The FCDO is looking for a confident PA who can hit the ground running. This really is a fast-paced, high energy, high-profile role that requires quick thinking and logic. You will be at the heart of the Information and Digital Directorate (IDD) leadership team. You will work as part of the CDIO's Private Office (PO) as one of four Executive Assistants alongside the Private Secretary and Deputy Private Secretary. The CDIO Private Office is relatively new and this will be an exciting opportunity to be part of building an agile, efficient and collaborative Private Office.

Working as one of the CDIO's Deputy Director's Private Office Executive Assistants is a fast-paced role at the centre of some of the most business-critical work in the FCDO. You will be responsible for managing the diaries of two members of the IDD senior leadership team (SCS1) and undertaking administrative tasks to support the efficient operation of the CDIO Private Office, including handling meeting logistics and arranging travel.

An excellent package is offered, including:

• £15.59 per hour pay rate
• The role is for 3 months, starting as soon as you are SC cleared, with potential to extend
• Accrual of up to 33 days paid annual leave pro rata available (inclusive of bank holidays)
• Working 37 hours per week, Mon - Thu 9am - 5pm and Fri 9am - 4.30pm
• This role is based in either Whitehall, London or Abercrombie House, East Kilbride
• Training given for internal systems
• Potential for hybrid working once fully trained - 3 days in the office, 2 at home
• Travel to either London or East Kilbride, depending where based. Travel and hotel expenses covered

Key Responsibilities:

Your responsibilities may include but not be limited to:

• Diary Management - forward planning, suggest delegation when necessary and manage diary conflicts for the Deputy Directors including managing logistics and coordination (booking rooms, hybrid meetings, managing attendees etc)
• Inbox Management - Flag urgent/important emails, delegating where necessary, and respond where necessary.
• Manage domestic and overseas travel for the Deputy Directors, including programmes and logistics
• Manage day packs for your Deputy Directors ensuring all papers/briefings are prepared in advance of meetings.
• Hera Delegation (acting as proxy)

What are we looking for?

• Excellent verbal and written communication skills
• Strategic thinker, able to plan ahead, avoiding diary clashes
• Proactive and organised
• Advanced skills in Microsoft products - Excel, Word, PowerPoint, Outlook, Sharepoint and Teams
• Attention to detail
• Desirable - worked at this level previously, especially for a Government Department

Ideally, you will love a challenge and will not be afraid of working on multiple tasks, moving from one job to another.

You will be confident in your abilities and familiar with working with high level Senior Leadership Team members. As such you will know how to act and dress accordingly.

Candidates applying must be able to pass a clear SC Clearance check and provide proof of Right to Work in the UK. Please be advised that SC clearance can take a number of weeks to complete.

Please apply online with your current CV in WORD format. Due to the high number of applications we receive it may not be possible to respond to all applications.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.