Executive Assistant
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.
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.
- Manage the team mailbox. Take appropriate action to resolve emails, for instance, ensuring the Deputy Directors are aware of urgent or important emails for their action, resolving emails yourself as appropriate.
- 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.