Executive Assistant
| Posting date: | 03 April 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 03 May 2024 |
| Location: | East of England |
| Company: | Government Recruitment Service |
| Job type: | Permanent |
| Job reference: |
Summary
Key responsibilities will include but not be limited to: -
Diary Management :
Managing and prioritising diary requests for two Deputy Directors or Director, ensuring that the diary is aligned with their short and long term priorities
Proactively resolve clashes & reschedule where necessary and as appropriate
Keep days manageable and protect time for emails & admin work
Maintaining a schedule of team 1:1’s & ‘Keep-in-Touch’ meetings internal Finance team, Finance Leadership Team (FLT) and externally with counterparts in other government departments
Find appropriate deputies where necessary
Flag last minute changes/urgent requests
Meeting Co-ordination :
Schedule internal & external meetings with a wide range of individuals at all levels across the Department
Arranging internal & external venue booking Inc. hospitality and technical equipment, setting up video or telecon facilities and booking in and collecting guests from Reception
Organising pre-briefs for important meetings, coordination of briefing packs, assisting when required, helping to produce presentations & slide packs for meetings
Collating meeting papers and providing secretariat function for meetings that the Director is chairing
Arranging visits, (to other Defra offices, site visits etc.) including travel & accommodation bookings.
Email Management :
Cascading appropriate emails to the Finance Leadership Team (FLT) and Finance Team
Re-directing email requests in Deputy Directors or Director's, absence
Communication support issuing correspondence & communications on behalf of the Deputy Directors or Director's and reporting activity
Monitoring progress for responses to communications prompting and chasing responses when required
Quality assuring the content of responses.
Supporting Finance Operations Team :
Commissioning and collating responses on the Deputy Directors or Director's behalf
Providing central admin support to directorate activities as required
Supporting Directorate-wide initiatives and playing a key role in wider directorate activities such as organising regular team calls, co-ordinating directorate newsletters and cascading information
Collating and monitoring whereabouts and leave charts for the Deputy Directors or Director's Leadership team.
This is not an exhaustive list and the post holder need to be flexible and adapt their responsibilities to meet business demands.
In return we can offer a variety of on the job learning and shadowing opportunities as well as access to training courses and events to help develop their career as well as their contribution to the wider Finance department.
Diary Management :
Managing and prioritising diary requests for two Deputy Directors or Director, ensuring that the diary is aligned with their short and long term priorities
Proactively resolve clashes & reschedule where necessary and as appropriate
Keep days manageable and protect time for emails & admin work
Maintaining a schedule of team 1:1’s & ‘Keep-in-Touch’ meetings internal Finance team, Finance Leadership Team (FLT) and externally with counterparts in other government departments
Find appropriate deputies where necessary
Flag last minute changes/urgent requests
Meeting Co-ordination :
Schedule internal & external meetings with a wide range of individuals at all levels across the Department
Arranging internal & external venue booking Inc. hospitality and technical equipment, setting up video or telecon facilities and booking in and collecting guests from Reception
Organising pre-briefs for important meetings, coordination of briefing packs, assisting when required, helping to produce presentations & slide packs for meetings
Collating meeting papers and providing secretariat function for meetings that the Director is chairing
Arranging visits, (to other Defra offices, site visits etc.) including travel & accommodation bookings.
Email Management :
Cascading appropriate emails to the Finance Leadership Team (FLT) and Finance Team
Re-directing email requests in Deputy Directors or Director's, absence
Communication support issuing correspondence & communications on behalf of the Deputy Directors or Director's and reporting activity
Monitoring progress for responses to communications prompting and chasing responses when required
Quality assuring the content of responses.
Supporting Finance Operations Team :
Commissioning and collating responses on the Deputy Directors or Director's behalf
Providing central admin support to directorate activities as required
Supporting Directorate-wide initiatives and playing a key role in wider directorate activities such as organising regular team calls, co-ordinating directorate newsletters and cascading information
Collating and monitoring whereabouts and leave charts for the Deputy Directors or Director's Leadership team.
This is not an exhaustive list and the post holder need to be flexible and adapt their responsibilities to meet business demands.
In return we can offer a variety of on the job learning and shadowing opportunities as well as access to training courses and events to help develop their career as well as their contribution to the wider Finance department.