Executive Assistant to the COO

4 weeks ago

Birmingham, Birmingham, United Kingdom Government Property Agency Full time

Job Overview

The Government Property Agency is at the forefront of transforming the Civil Service, reshaping how civil servants engage with their work environment. Central to delivering key Government initiatives, the Agency is pivotal in relocating Civil Service roles and addressing climate change as part of the Net Zero agenda. Our mission includes executing a significant change program across the UK and optimizing our portfolio to achieve substantial savings over the next decade.

Beyond infrastructure, the GPA is dedicated to fostering excellent workplaces for our employees. Through initiatives like Hubs, Whitehall Campus, and Smart Working, you will play a crucial role in creating exemplary work environments and advocating for flexible working practices.

This is an ambitious and rewarding endeavor, requiring innovative individuals with strong commercial insight who are enthusiastic about understanding and fulfilling customer needs. As a relatively new department launched as an Executive Agency of the Cabinet Office in 2018, we are rapidly expanding and seek individuals who excel in uncertain situations, adapt swiftly to change, and are willing to go beyond their usual responsibilities to achieve results.

The GPA is committed to reflecting the communities we serve, making Diversity, Equality, and Inclusion integral to our operations.

To ensure a diverse talent pool, we particularly encourage applications from candidates who are disabled, ethnically or gender diverse, and individuals who identify as part of the LGBTQ+ community.

Role Responsibilities

In this position, you will provide essential business management support to the Chief Operating Officer. This is an excellent opportunity to advance your career within the GPA, collaborating with an inclusive and progressive team.

Your primary responsibility will be to ensure the effective and efficient management of the Director’s Private Office, supporting the Director and Senior Leadership Team. This role also offers the chance to engage in various work streams across the GPA.

Key Duties:

  • Deliver professional business management support for the Directorate, including overseeing workflow through the Director’s office, managing the diary, maintaining business plans, and prioritizing incoming correspondence.
  • Anticipate future business requirements to enable the COO and Senior Leadership Team to function effectively, analyzing business challenges and implementing or recommending solutions.
  • Coordinate Directorate-wide responses for larger corporate submissions, ensuring timely and quality material is received while identifying data needs and minimizing impacts on teams.
  • Develop and manage the calendar of Directorate business and engagement meetings, organizing logistics, ensuring materials are prepared, and tracking actions from meetings/events.
  • Provide professional and timely management of the diary, addressing issues as they arise, and ensuring the Director is well-prepared for meetings/events.
  • Oversee and mentor a small team providing administrative support to the Directorate’s deputy directors and cross-COO activities.
  • Establish and maintain effective working relationships across GPA Directorates, the wider Civil Service, and senior stakeholders, requiring excellent interpersonal skills and adaptability.

The post holder may be assigned additional responsibilities as necessary in relation to the role and grade.

Candidate Profile

We welcome applications from individuals of all backgrounds and strive to maintain a workforce that reflects the communities we serve. We take pride in being an employer of choice, championing diversity, inclusion, and well-being, and fostering a sense of belonging where everyone feels valued.

Experience & Skills Required:

  • Proven business management experience, including leading support for meetings, planning, and team organization.
  • Ability to quickly grasp business priorities, operational methods, and information management.
  • Capability to work independently and efficiently in a fast-paced environment, often under tight deadlines.
  • Strong communication skills, both verbal and written.
  • Confidence in engaging effectively with staff at all levels, including senior management.
  • Experience in team management, providing guidance and support to staff.
  • Willingness to embrace change and proactively seek improvements.

Qualifications & Certifications:

Essential:

  • Experience in business management.
  • Strong communication skills.
  • Diary management expertise.
  • Organizational and planning skills.
  • Proficiency in Google and/or Microsoft Office suites.

Desirable:

  • Experience in team leadership.

Behaviors:

We will assess you against these behaviors during the selection process:

  • Collaboration
  • Effective Communication and Influence
  • Leadership
  • Delivering Results Efficiently

Technical Skills:

We will evaluate you against these technical skills during the selection process:

  • Customer Focus
  • Commercial Insight
  • Knowledge of the Property Market
  • Innovative Thinking

Benefits:

In addition to a competitive salary, the Government Property Agency contributes significantly towards your membership in the Civil Service Defined Benefit Pension scheme. Additional benefits include:

  • Tailored learning and development opportunities.
  • Flexible working arrangements.
  • A culture that promotes inclusion and diversity.
  • Generous annual leave.

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