Executive PA to 3 Directors | Hybrid Support

Ofcom; Greater London; Hybrid; GBP 32,000 - 42,000; Full time

Job summary

Ofcom is seeking a proactive Personal Assistant within the Infrastructure & Connectivity Group in London. You will provide first-line support to three directors, manage diaries, organise meetings, and coordinate travel and events in a hybrid environment.

You’ll ensure papers and agendas are prepared, handle confidential information with discretion, and support recruitment activities and day-to-day group operations, assisting with workload and deadlines.

Qualifications

• Experience providing high level support at Director level, including diary management, travel, document preparation.
• 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 and willing to get involved in whatever comes their way and collaboratively work with others to reach the best outcome.
• Executing Plans - Excellent organisational and time management skills, using judgment to prioritise tasks and set clear goals while keeping an eye on progress.
• Embracing change - Remaining flexible to the changes and anticipating potential risks/issues, owning accountabilities.
• Articulating Ideas - Interacting with people at all levels (internal/external) and communicating effectively.
• System knowledge - Proficient in Microsoft 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, helping to pre-empt and resolve any issues.
• Act as an effective interface between Directors, their respective teams, and other internal and external stakeholders.
• Ensure directors’ timesheets and expenses are completed accurately and on time.
• Organising internal, external stakeholder meetings on behalf of relevant directors by liaising with PAs and booking rooms/equipment required for hybrid sessions.
• Ensuring Directors have all relevant papers and agenda for meetings, including briefings where required.
• Administrative support on recruitment activities and processes.
• General admin support, producing and sending out written documents, such as letters, reports and emails, giving a clear, logical presentation, with excellent attention to detail.
• Act as secretariat to internal steering groups and/or weekly management meetings, producing agendas, papers and minutes.
• Support the organisation of team events, such as away days, conferences and large team meetings.
• Book travel and accommodation for Directors and the team. Organise itineraries, producing clear schedules.
• Use an effective system to ensure that deadlines are met.
• Be flexible to accommodate extra work and take on ad hoc projects/work to meet deadlines, and manage workload.
• Providing cover for other PA’s as required

Skills

Director support

Event coordination

Written communications

Confidentiality

Problem solving

Time management

Change management

Clear articulation

System knowledge

Job description

Ofcom is seeking a proactive Personal Assistant within the Infrastructure & Connectivity Group in London. You will provide first-line support to three directors, manage diaries, organise meetings, and coordinate travel and events in a hybrid environment.

You’ll ensure papers and agendas are prepared, handle confidential information with discretion, and support recruitment activities and day-to-day group operations, assisting with workload and deadlines.