Executive Assistant to Deputy Directors
7 days ago
This is a permanent position that requires a minimum of 2 years' commitment and is expected to last for the life of the Defence Afghan Relocations and Resettlement (DARR) Directorate. The role will be based at the Ministry of Defence Main Building and involves a mix of home and office-based working.
Key Responsibilities- Develop a positive and communicative working relationship with the three Deputy Directors to confidently manage and coordinate their diaries and movements.
- Work collaboratively with the Director's outer office to manage core directorate functions and ensure a flexible response to the senior management needs across the Directorate.
- Proactively manage incoming diary requests in a timely and professional manner, coordinating invitations, booking rooms, and preparing confidential materials.
- Provide secretariat support for significant meetings, sharing the agendas, and composing the meeting summary when necessary.
- Act as a point of contact for your named Deputy Directors, liaising with colleagues internal and external to DARR, responding to and managing contacts autonomously and effectively, escalating matters where necessary and appropriate.
- Remain aware of the confidential nature of the portfolio and act with integrity and discretion at all times, managing mailboxes and executive meeting support for your designated team.
- Work collaboratively with Executive Assistant colleagues in DARR to provide cover and offer a coherent business support service across DARR.
- Support the day-to-day running of the Outer Office and wider Directorate.
- Support the teams with ad-hoc duties.
- Experience with managing conflicting priorities to meet deadlines, particularly the ability to multi-task and work across multiple diaries or disciplines.
- Excellent organisation, prioritisation, and time management skills with an eye for detail.
- Be flexible and adaptable to an evolving working environment, keeping daily tasks flowing while quickly adjusting plans.
- Be collaborative and personable, building positive relationships - including with seniors.
- Have good verbal and written communication skills, with the ability to adapt your style to suit different audiences and handle sensitive information with discretion.
- Be motivated and resilient, with an appetite to handle a stretching workload and work independently.
- Able to work independently on tasks and take the initiative along with developing the necessary knowledge to follow through on conversations.
- Excellent IT skills, particularly in the use of Word, Excel, PowerPoint, and Outlook.
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