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Executive Assistant

2 months ago

London, United Kingdom Department for Business and Trade Full time

Job summary

The Department for Business and Trade (DBT) is the department for economic growth. We support businesses to invest, grow and export, creating jobs and opportunities across the country. Our Vision is to champion open and fair global trading that drives growth, creates better jobs and higher wages, and improves living standards in this country and around the world. The Department brings together policy and operational expertise to break down barriers to trade and investment in markets across the world.��

The Multilateral and WTO team leads on delivering UK trade policy in several high-profile areas in the multilateral fora including: the World Trade Organisation (WTO), the G7 and the G20. We look to influence global trade rules, manage the UK�s relationship with bilateral trading partners and use the UK�s voice at the WTO to advocate for, and reform, the rules-based international system. To do that effectively we need to develop and manage a busy multilateral trade policy programme supporting UK engagement across multiple fora, including the WTO, G7, G20 and OECD.

We are advertising for a permanent EO role to support delivery of our Multilateral & WTO Programme function and facilitating senior engagement across all aspects of the Team�s work. The successful candidate will divide their time between monitoring the Programme inbox, supporting logistics for key senior-level meetings, generating agendas and supporting products, and efficiently managing the Deputy Director�s diary. �

All aspects of the role will require you to build strong professional networks with colleagues based in London and Geneva, as well as seniors and policy teams across the Department and Whitehall.

Job description

Managing and actioning the Team�s Programme inbox to oversee all programme delivery activity, proactively communicating with internal and external stakeholders, approvals for HMG travel to Geneva, team corporate reporting, budget and financial planning.Managing a secretariat function for cross-Whitehall meetings, overseeing scheduling, collating and sharing agendas, commissioning contributors for supporting products, managing attendance and taking minutes.Managing and monitoring the Deputy Director�s diary, preparing meeting logistics (virtual and in-person) and collating meeting papers/agendas, ensuring that the Deputy Director has sufficient space to balance desk time with key engagements.Arranging logistics, booking rooms, processing and tracking DD�s travel expenses in line with the Team�s budget, ensuring cost-efficiency.Developing strong and positive relations across DBT, Whitehall and with external stakeholders.Provide diary cover as needed across the GTD Directorate.

Person specification

Essential Criteria:

Comfortable with delivering at pace and working in an environment which often has challenging deadlines.Ability to manage multiple work streams and switch between them as priorities change and evolve.�Ability to work effectively as part of a team.�Competence with MS Office products including MS Word and Excel.�

Desirable Criteria:

Evidence of building effective working relationships with a range of stakeholders both internal and external.Attention to detail to produce high-quality and accurate work.An interest in international trade and the internal workings of government.

Personal Attributes & Skills:

You will have the ability to build effective working relationships across a wide variety of senior and trade policy stakeholders throughout Whitehall.You will have strong interpersonal skills and the ability to work collaboratively to deliver outcomes across multiple teams.�You will be able to confidently prioritise incoming correspondence that require immediate action and sign-off.You will be able to plan carefully to deliver complex and competing tasks and be flexible and innovative to make sure that tasks are delivered in the right way at the right time.

Behaviours

We'll assess you against these behaviours during the selection process:

Delivering at PaceCommunicating and InfluencingWorking Together

Benefits

Alongside your salary of �31,185, Department for Business and Trade contributes �9,034 towards you being a member of the Civil Service Defined Benefit Pension scheme. Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA with an average employer contribution of 27%

We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups, including ethnic minorities, people with a disability, and people with gender diverse identities.

Please refer to the attached candidate pack for further information on our benefits.