Executive Assistant to The Commercial Director

2 weeks ago

London, United Kingdom Cabinet Office Full time

**Details**:
**Reference number**:

- 273329**Salary**:

- £28,050 - £30,771**Job grade**:

- Executive Officer**Contract type**:

- Permanent**Business area**:

- CO - Cabinet Office Assurance, Finance, & Controls - Commercial Directorate**Type of role**:

- Administration / Corporate Support
- Business Management and Improvement**Working pattern**:

- Flexible working, Full-time, Job share, Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- LondonAbout the job

**Job summary**:
This is an exciting time to be joining the Cabinet Office & HM Treasury (COHMT) Commercial Directorate (the directorate). The team sits within Corporate Services in the Cabinet Office and supports business units across both departments to deliver the best possible outcomes through its relationships with third party suppliers. This involves advising on commercial strategies, overseeing procurement activities and supporting management of contracts through their life-cycle.

The directorate works in partnership with all areas of the business and is a key influencer on strategic decisions, helping to develop strategies that are sustainable, innovative and that deliver best value for the taxpayer.

This is a busy and varied role within the directorate’s Business Operations team, requiring the ability to manage multiple priorities at any given time. You will be responsible for the effective management of the Commercial Director’s time, ensuring that activities are prioritised and responded to appropriately.

In addition, you will work with the Head of Operations to improve the efficiency of the directorate and deliver day-to-day business operations covering areas including finance & reporting, estates, recruitment and information management.

You will be a strong and effective communicator, who is confident working within a fast-paced environment. You will be extremely proficient in using Microsoft programs and will actively seek opportunities for process improvement.

**Job description**:
There are three main areas of responsibility within this role:
**Support to the Director**
- Ensure the Director is fully prepared for meetings and has key information and documents available when required;
- Manage expenses for the Director and book travel when required;
- Establish and maintain relationships with key stakeholders and their assistants to facilitate smooth communication

**Meeting Secretariat**
- Organise and coordinate regular team meetings and away days for the wider directorate;
- Provide secretariat support for key commercial committees and meetings: prepare agendas, take minutes and action points as appropriate and follow through to ensure these are actioned

**Business Operations Support**
- Support the Head of Operations in managing the directorate budget, producing operational finance reports and supporting with forecasting where necessary;
- Assist with the administration of the recruitment process for the directorate, writing role descriptions and organising interview panels as well as organising on boarding for new starters and being actively involved in workforce planning & maintaining organisation charts;
- Act as the Information Manager for the directorate, developing a system for the effective and secure storage and management of documents;
- Support the directorate communications plan including the regular directorate newsletter and all-staff meetings, and involvement in the updating of the Commercial intranet

**Person specification**:
**Essential Criteria**
- Experience in an administrative or secretarial role.
- Demonstrable experience of managing the delivery of multiple activities in parallel within a fast-paced environment.
- Well organised, able to plan activities in advance but able to respond to change when required.
- Excellent verbal and written communication skills with experience of producing clear, well-structured minutes and actions from meetings.
- Discrete, demonstrating the ability to handle, manage and keep confidential information.
- Strong stakeholder management skills - able to build good relationships with people over the phone and face to face.
- Strong user of Microsoft or Google packages - excel, word, PowerPoint.

**Desirable Criteria**
- Experience of working with senior staff helping to manage their diary and supporting them in their role.
- Experience working within a commercial setting or within the public sector.

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

- Changing and Improving
- Communicating and Influencing
- Delivering at Pace
- Making Effective Decisions
- Working Together

**Benefits**:

- Learning and development tailored to your role.
- An environment with flexible working options.
- A culture encouraging inclusion and diversity.
- A Civil Service Pension which provides an attractive pension, benefits for dependants and average employer contributions o

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