Location
City of Westminster

Hours
37 hours per week

Salary
£30,740 per annum

About the Role
The post holder is a key member of the Director's Office and provides proactive Executive Assistant support to the Director of Defence Safety and Support, as well as supporting the effective operation of the Chief of Staff function. The role is responsible for ensuring the smooth and efficient running of the Director's Office through effective diary management, workflow coordination, mailbox handling, engagement activity and communications support. The post holder will play an important role in helping maintain visibility, cohesion and effective information flow across the Directorate.

Key responsibilities include:
- Providing proactive Executive Assistant support to the Director, managing diaries, meetings, visitors, travel and office requirements.
- Supporting prioritisation of Director time and maintaining visibility of emerging issues, risks and pressures.
- Ensuring Director-facing activity is delivered professionally, accurately and efficiently.
- Managing mailbox activity, workflow and routine business to support the Director's Office and Chief of Staff function.
- Coordinating routine enquiries, commissions, actions and correspondence.
- Coordinating engagement activity and communications on behalf of the Director, including townhalls, leadership communications, directorate updates and briefing material.
- Supporting preparation for key meetings, events and engagements by coordinating inputs and ensuring timely availability of information and briefing materials.
- Contributing to continuous improvement of office processes, ways of working and administrative discipline.
- Providing resilience across the office and operating flexibly in response to changing priorities and business requirements.
- Exercising judgement when handling routine business and escalating matters as appropriate.

Experience
Proven experience providing high-quality administrative, Executive Assistant, Personal Assistant or business support services within a complex organisation. Experience of coordinating meetings, events, diaries, competing priorities and administrative processes. Proficient in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint and Teams.

About you
Strong organisational and planning skills with the ability to manage competing priorities and work at pace. Excellent written and verbal communication skills. Ability to build effective working relationships with a wide range of stakeholders and maintain credibility at all levels. Strong attention to detail and the ability to handle information accurately and professionally.

Qualifications
Not explicitly stated; however, previous experience supporting a senior leader, Director or equivalent is desirable. Experience of working in the Civil Service and Ministry of Defence is also desirable.