Executive Assistant

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

- 385208

**Salary**:

- £28,695 - £34,669
- National: £28,695 - £30,664
London: £32,744 - £34,669
- A Civil Service Pension with an employer contribution of 28.97%

**Job grade**:

- Executive Officer

**Contract type**:

- Permanent

**Business area**:

- DBT - TPIN - Regulatory Environment, Goods, Gulf Cooperation Council and India

**Type of role**:

- Administration / Corporate Support
Business Management and Improvement
Operational Delivery

**Working pattern**:

- Flexible working, Full-time, Job share, Part-time

**Number of jobs available**:

- 1

Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Belfast, Birmingham, Cardiff, Darlington, Edinburgh, London, Salford

About the job

**Job summary**:
This is an exciting time to join the Department for Business and Trade. The work we do has a real impact on jobs and growth across the United Kingdom. Our mission is to help businesses export, drive investment, and promote free trade.

We are seeking an enthusiastic and diligent executive assistant who is looking to develop a career in the civil service. This role sits within a directorate with responsibilities for goods and regulation policy, and the Gulf Cooperation Council and India Free Trade Agreements. This role will support the support the Deputy Directors who are responsible for the delivery of a Free Trade Agreement with the Gulf Co-operation Council.

You will need to be proactive, organised, and an excellent communicator to ensure support for our senior leaders, enabling them to deliver strategic leadership and deliver trade wins for the UK. You'll be comfortable working in a busy team and responding to emerging priorities.

Our teams are vibrant, hardworking, and collaborative. We pay special attention to providing training, support, and opportunities to allow individuals to achieve their goals and excel. We recognise the importance and professional and a personal growth and will encourage you to develop your abilities.

**Job description**:
Key responsibilities include, but are not limited to:

- Manage the diary of the Deputy Directors, ensuring their time is effectively organised and prioritised. Support them to navigate a rapidly changing schedule, ensuring they are where they need to be even at short notice.
- Arrange meetings requested by both Government officials and external stakeholders. This includes checking attendee availability, booking rooms, providing call details, issuing appointments, and rescheduling or arranging deputies if necessary.
- Liaise with colleagues to obtain background papers or briefing notes for meetings or issues to ensure the Deputy Directors have everything they need.
- Travel, hotel and taxi booking for Deputy Directors travelling. Expense these items via finance system.
- Assist with monthly finance and HR Data returns to support business operations.
- Build strong working relationships with peers across the Department.
- Undertake ad-hoc duties and tasks, such as organising away-days, social events, purchase orders and booking travel arrangements.
- Provide team support in the form of room bookings, organising meetings, expenses etc.

**Person specification**:
**Essential criteria**
- Strong organisational skills
- Effective communication skills
- Ability to confidently work independently
- Ability to work under pressure

**Desirable Criteria**
- Previous experience within executive assistant / business support roles
- Experience with diary management
- Good IT skills and confident with Microsoft Outlook, Excel, and Word

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

- Communicating and Influencing
- Making Effective Decisions
- Delivering at Pace

**Benefits**:

- Alongside your salary of £28,695, Department for Business and Trade contributes £8,312 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%

Things you need to know

**Selection process details**:

- This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Interviews for this vacancy will be conducted virtually. We will, however, consider in-person interviews by exception.
- A **CV**setting out your career history, with key responsibilities and achievements. Provide employment history that relates to the essential criteria, and that any gaps in employment history within the last 2 years are explained. The CV should not exceed more than 2 x A4 pages.
- A **Personal Statement**of up to 500 words explaining how you consider your personal skills, qualities and experience provide evidence of your suitability for the role in reference t