Job Description

The ideal candidate will have excellent communication and organizational skills, will be able to juggle a busy and forever changing schedule, and will be one step ahead in thinking about what Alex needs to manage a busy set of commitments. You will often be the first point of contact for Alex and his team, making you an important representative of the office, so good interpersonal skills are a must.

This is a great opportunity for someone looking to gain experience of the Civil Service and gain insight into the running of a complex organization at the most senior levels. This is a busy role providing business and diary support to make sure that Alex can carry out his job seamlessly and effectively including digital and physical logistics, but with plenty of opportunities for further career and personal development for the right individual.

The main duties of the Executive Assistant post include:

• Providing executive support to the Permanent Secretary, including working with the wider team to manage and priorities multiple demands on his time; proactively resolving scheduling conflicts; organizing logistical support for in person and online meetings; and working collaboratively with other offices to organize time sensitive meetings between busy, executive level leaders.
• Careful and thorough management of the diary, using your initiative to plan ahead, identify and resolve inconsistencies or information gaps, and make sure that the Permanent Secretary’s interests are appropriately reflected meeting and other arrangements.
• Proactive relationship building and collaborative team working with other senior support offices, including peers supporting ministers and other senior officials in Cabinet Office and Other Government Departments.
• Building and working with your network of peers in other offices to make sure things get done including arranging visits, meetings and events; logistical support including planning and booking travel, ensuring room and digital platform details are correct, and making sure the relevant papers have been provided in good time.
• Exemplary organizational skills, time management and judgment, alongside the ability to work quickly in a busy environment where things can change frequently and at little notice is essential.
• Provision of support not only to the Permanent Secretary but to the wider Private Office including, managing a shared email inbox alongside identifying urgent and important changes throughout the day and making sure that the Permanent Secretary and relevant team members are informed and aware.
• Working closely with the rest of the Business Support Team to provide effective support to the Permanent Secretary and the wider team.
• The post holder may be asked to undertake additional tasks that are within scope of the grade.

Responsibilities

• Ability to work effectively with colleagues and senior officials, including the Permanent Secretary.
• Ability to priorities what tasks are most urgent and important and take the initiative to resolve problems as they occur.
• Excellent organizational skills, time management and good judgment based on your knowledge of the Permanent Secretary’s preferences, with an ability to know when to escalate.
• Excellent organizational and administrative skills.
• Ability to work in a fast paced environment where things can change at short notice.
• Professional, discreet, customer orientated attitude to working in a busy office with lots of different people on sensitive people and organizational issues. You will often be the first point of contact when liaising with both internal and external stakeholders.
• Excellent attention to detail, flexible, adaptable and prepared to be ‘hands on’.
• Good knowledge of IT systems, in particular Google and Microsoft Office, or willingness to learn.
• Ability to work as part of a team and be a proactive member of the unit.
• Confident in representing the Civil Service Chief Operating Officer and helping take forward his priorities.

Behaviors

We'll assess you against these behaviors during the selection process:

• Delivering at Pace
• Communicating and Influencing
• Managing a Quality Service
• Making Effective Decisions

Benefits

• Learning and development tailored to your role.
• An environment with flexible working options.
• A culture encouraging inclusion and diversity.
• A Civil Service pension.
• A minimum of 25 days of paid annual leave, increasing by one day per year up to a maximum of 30.

Required Knowledge, Skills, and Abilities