Executive PA to 3 Directors (Hybrid, 12-month FTC)

Ofcom; Greater London; Hybrid; GBP 28,000 - 34,000; Full time

Job summary

Ofcom is seeking a Personal Assistant to support the Infrastructure & Connectivity Group. The role provides first-line support for three directors, manages calendars, organises meetings and travel, and ensures papers and agendas are prepared.

This is a 12-month fixed-term contract. The role involves coordinating events, handling confidential information, supporting recruitment activities, minutes, and reporting, with a focus on efficiency and agile collaboration.

Qualifications

• Experience providing high level support at Director level.
• Proven experience of supporting the coordination of events.
• Able to produce clear written documents, such as letters and emails with excellent attention to detail.
• Promote Ofcom’s values of excellence, agility, empowerment, collaboration and respect.
• Able to maintain strict confidentiality at all times.
• Evaluating problems - proactively identify and generate insights and solutions without much guidance.
• Executing plans - excellent organisational and time management skills.
• Embracing change - remaining flexible to changes and anticipating risks/issues.
• Articulating ideas - interacting with people at all levels and communicating effectively.
• System knowledge - proficient in Teams and Office, SharePoint, and Workday (desirable).

Responsibilities

• Proactive diary management to 3 Directors, assessing priorities to enable the best use of their time.
• Close interaction with the Directors, flagging and escalating incoming issues and updates, and using initiative to respond to enquiries/diary changes.
• Act as an effective interface between Directors, their teams, and other stakeholders.
• Ensure directors’ timesheets and expenses are completed accurately and on time.
• Organising internal and external meetings by liaising with PAs and booking rooms/equipment for hybrid sessions.
• Ensuring Directors have all relevant papers and agenda for meetings, including briefings.
• Administrative support on recruitment activities and processes.
• General admin support, producing and sending out written documents.
• Act as secretariat to internal steering groups and/or weekly management meetings, producing agendas and minutes.
• Support the organisation of team events, such as away days and conferences.
• Book travel and accommodation for Directors and the team, organising itineraries.
• Use an effective system to ensure deadlines are met.
• Be flexible to accommodate extra work and take on ad hoc projects.
• Providing cover for other PAs as required.

Skills

Director support

Event coordination

Written documents

Confidentiality

Problem solving

Planning & execution

Change management

Communication

System knowledge

Tools

Microsoft Teams

Microsoft Office

SharePoint

Workday

Job description

Ofcom is seeking a Personal Assistant to support the Infrastructure & Connectivity Group. The role provides first-line support for three directors, manages calendars, organises meetings and travel, and ensures papers and agendas are prepared.

This is a 12-month fixed-term contract. The role involves coordinating events, handling confidential information, supporting recruitment activities, minutes, and reporting, with a focus on efficiency and agile collaboration.