Executive Support & Diary Management Specialist

Ministry of Justice; United States; Remote; USD 60,000 - 90,000; Full time

Job summary

Ministry of Justice is seeking an experienced administrator to provide comprehensive diary management and general support to the Director and the wider team. The role requires prioritising meetings, coordinating with internal and external stakeholders, and preparing papers for meetings with a focus on confidentiality and efficiency.

The successful candidate will manage appointments, arrange travel, compile briefs, and draft/minute meetings, ensuring prompt and professional service to the

Qualifications

• Experience providing diary management and admin support.
• Strong organisational and time-management skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage diary including coordination and appointments for staff, managers, internal and external stakeholders and the public.
• Anticipate and identify potential diary-related problems and adjust priorities quickly.
• Arrange Director visits, travel and accommodation, and maintain a travel/costs auditable spreadsheet.
• Prepare ministerial briefs, reports, and information from Heads of Group for Director visits.
• Type and amend documents and correspondence, including ministerial submissions and minutes, meeting deadlines.
• Handle calls for the Director and manage basic inquiries in a courteous, professional manner.
• Open and register incoming mail for Director, operate post log, maintain record management and bring-forward system.
• Provide other administrative support such as room bookings, printing, collating, and distributing papers for meetings.
• Take minutes/notes at meetings and transcribe to a high standard.

Skills

Diary management

Administrative support

Stakeholder communication

Confidentiality

Travel coordination

Job description

Ministry of Justice is seeking an experienced administrator to provide comprehensive diary management and general support to the Director and the wider team. The role requires prioritising meetings, coordinating with internal and external stakeholders, and preparing papers for meetings with a focus on confidentiality and efficiency.

The successful candidate will manage appointments, arrange travel, compile briefs, and draft/minute meetings, ensuring prompt and professional service to the