Executive Assistant

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

- 418843

**Salary**:

- £33,200 - £34,238
- A Civil Service Pension with an employer contribution of 28.97%

GBP

**Job grade**:

- Executive Officer

**Contract type**:

- Permanent

**Business area**:

- CO - Government Communications - Government Communications Service is the professional body for all public service communicators working in government. Our GCS membership incorporates marketing, stakeholder engagement, internal communications, media, digital and social, and operational

**Type of role**:

- Administration / Corporate Support

**Working pattern**:

- Full-time

**Number of jobs available**:

- 2

**Contents**:

- Location
- About the job
- Benefits
- Things you need to know

**Location**:

- London

**About the job**:
**Job summary**:
**The team**

The Operations, Private office and Governance team is critical for the direct support it provides the CEO and Executive Team of the GCS, balancing the interests, engagement and priorities of the organisation and senior team. The Operational, Private office & Governance team is the foundation of a smoothly run and effective GCS, responsible for business planning, financial, and project management support of business practices; and implementing the systems underpinning the way in which GCS will operate to foster the highest level of efficiencies.

Effective and efficient private offices are integral in supporting the senior leadership team to deliver their priorities in a fast-paced and politically interesting environment. As a member of the private office team, you are the connection point between the Executive team and GCS and the wider comms community and gain a unique insight into senior decision-making.

**Job description**:
The purpose of the Executive Assistant is to provide efficient daily diary and inbox management as well as administrative support to members of the Executive Team.

To be successful in the role you will need to be highly responsible and organised, have good written and oral communication skills, be able to assimilate information to manage sometimes competing priorities and demonstrate careful attention to detail. Your skills will enable the Exec team members to maximise their working week so that they can deliver the team’s strategy to the best of their ability. You will also be comfortable working and communicating with individuals and teams within Cabinet Office and across government, as well as engagement with external individuals and organisations.

This is an excellent opportunity to gain valuable experience in supporting senior executives in a professional and supportive organisation.

**Responsibilities & Duties**
- Coordinating diaries - actively ensuring that the right meetings are given priority, resolving scheduling conflicts and allowing adequate time for travel, preparation and desk work
- Working closely with the Private Office team to prepare the Exec Team members for meetings - ensuring that they are fully equipped with relevant materials and briefed prior to all meetings
- Dealing with telephone and written enquiries and requests from colleagues and staff in other government departments
- Booking rooms for meetings and ensuring that arrangements for the meetings operate successfully
- Welcoming and chaperoning visitors
- Developing strong relationships with internal and external stakeholders, including other Private Offices
- Supporting the smooth running of the office including business support and administrative tasks
- Managing Exec team office and prepping for guests
- Keeping team distribution lists and databases updated
- Managing travel itineraries, arranging efficient and effective travel to maximise all available time, producing travel briefing packs with visit instructions, travel documents and additional reading materials as directed
- Assisting with providing secretariat support to key meetings, including setting agenda and taking minutes
- Opportunity to support on projects across the Executive Team’s brief including leading on visits or speeches and presentations.

**Person specification**:
**Experience / Ability**
- Excellent organisational skills and ability to prioritise with conflicting demands
- The ability to build, maintain and manage strong relationships with internal and external stakeholders
- Clear written and oral communication style
- Previous experience as a diary manager or executive assistant to a senior official with a busy diary would be beneficial
- Experience of working with multi-site and cross-Governmental teams would be an advantage but not essential

**Technical**

Being exceptionally proficient at using Excel and Google documents with an emphasis on Excel.

A minimum 60% of your working time should be spent at your principal workplace. Although requirements to attend other locations for official business will also count towards this level of attendance.

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