Defence Digital Executive Assistant

Description:

Are you a strong team player, with great customer management skills, someone who enjoys forming team relationships? Do you enjoy working in a fast-paced environment, responding to questions and prioritising requests?

If so, we have a really great opportunity for a hardworking person to join us in Defence Digital. This is an exciting role, with lots to learn, but you’ll be working with a skilful team of people who will support and help you get off to a great start working in the UK’s MOD. Whatever your background, you’ll be adaptable, motivated, collaborative and enjoy working at pace.

The successful candidate will have excellent interpersonal skills, be organised, with effective and efficient administrative skills; and will adopt a positive and flexible approach to their work.

**Please note that due to security and information access restriction, the role is only open to a sole BRITISH national**

Person specification

It is key that the successful candidate is comfortable working directly with senior leaders, is able to prioritise effectively, plan ahead and develop good working relationships with a broad range of stakeholders. You’ll be comfortable communicating with people at all levels of the organisation, anticipating their needs and using your natural curiosity to look for efficiencies to help you, and your team, work better. It is crucial, that you have confidence in dealing with confidential and discrete information.

Responsibilities:

• Provide a high level of diary support, actively handling the Directors calendar, making decisions on, and identifying priority meeting requests.
• Control a number of email inboxes, reviewing and highlighting priority emails but also responding and taking the lead on more regular enquires, either yourself, or directing to the relevant leads.
• Manage records accurately, maintaining an up to date filing system, ensuring records are stored in compliance with departmental policies and process. This will also include records such as annual leave, shared drives, travel claims and hospitality records.
• Prepare relevant papers and information for the Director including daily folders, meeting papers, submissions, and letters.
• Provide clerical support to high level meetings, preparing the relevant meeting materials for attendees, taking, and distributing minutes and maintaining action logs.
• Handling effective communications, ensuring leads have instructions and tasks, and maintain an overall situational awareness.
• Proactively look for and assimilate information from a variety of sources, collate papers and briefs for meetings, and use your own initiative to source relevant information, spot issues and raise them early.
• Manage the travel requirements of the Director and accommodation bookings as required.
• Provide secretarial and administrative support including taking minutes, shredding, printing, booking refreshments, booking, and escorting visitors.
• Provide secretarial support and administrative support to the Director’s Deputy Heads, including the management of diary and meeting requests, meeting room bookings and the booking in of visitors.

When submitting your application, you should highlight your experience in line with the below essential criteria:

• Strong stakeholder management skills.
• Experience of working in a customer-focused environment and the ability to proactively respond to emerging issues, identify and communicate solutions and make effective decisions.
• Demonstrable experience of delivering to tight timelines, with the ability to quickly adapt to uncertainties and competing priorities.
• Working knowledge of Microsoft Office products.