Description & Requirements
On behalf of the Government Property Agency, we are looking for an Executive Assistant to CEO - Inside IR35 for a 6 month contract working on a Hybrid basis (3 days per week in Birmingham, Bristol, Leeds, Manchester, Nottingham, Norwich, Cardiff or London and remaining WFH)
The Government Property Agency is an Executive Agency of the cabinet office. It is changing the way the Civil Service works and is at the forefront of Government's transformation agenda; reshaping the relationship civil servants have with their place of work. The Agency is central to the delivery of key Government policies including moving 22,000 Civil Service roles out of London by 2030 and tackling climate change by contributing to the Net Zero agenda. To do this we are delivering a major change programme across the UK and consolidating our portfolio in order to save £1.4 Bn over 10 years.
Beyond the bricks and mortar, the GPA is about providing great workplaces for our people.
This is an ambitious and exciting task, for which we need innovative people, with strong commercial acumen, who are passionate about visualising and implementing customer needs.
The main duties and responsibilities of the Executive Assistant to CEO would be:
- Management of the CEO diary and daily commitments, prioritising a demanding meeting schedule and managing conflicting demands.
- Coordination of internal and external meetings and associated administration.
- Ensuring effective email management, including recognising the relevant importance of emails and requests being received.
- Acting as the first point of contact with both internal and external contacts.
- Fielding general enquiries, phone calls and invitations to the CEO, redirecting or taking forward such action as appropriate and monitoring deadlines.
- Arranging visits, including travel and ensuring opportunities are maximised to best effect including identifying meetings with key stakeholders as appropriate.
- Ensure travel and associated expenses log is maintained enabling a monthly transparency return to be submitted.
- Maintain a gifts and hospitality register on behalf of the CEO
- Work closely and liaise with other Directors support staff as appropriate.
- Manage and maintain a diary tracker for the CEO, to include key details that impact the CEO schedule.
- Support the CEO Senior Business Manager to ensure that the CEO has the required papers and information for meetings, assisting where necessary.
- Support the Senior Business manager and Chief of staff in the day to day running of the office, including assisting with CEO Office inbox management and co-ordination of trello.
- Help to maintain and develop engagement plan for CEO.
- Supporting the smooth running of the Private Office, e.g maintaining administration and operational processes and systems and information and records management.
PLEASE NOTE: CTC/SC Clearance is an essential requirement for this role, as a minimum you must be willing & eligible to undergo checks. Please note, due to the exceptional requirements of this position (short-term nature of this role and speed at which we require a postholder in situ) preference may be given to candidates who meet all of the essential criteria and hold active security clearance.
Essential:
Experience of working in a fast paced environment, including demonstrable experience of diary management and meeting organisation
Exceptional time management and organisational skills;
Demonstration of working well as part of a team;
Experience of following processes and operating firmly within a discreet and confidential manner.
The individual needs to be confident in taking charge of situations, people and decisions, communicating confidently and giving direction while prioritising and managing a heavy workload.
Highly Desirable:
- Ability to work confidently and efficiently with staff at all levels.
- Experience or an understanding of using Google suite, including Gmail, Google Drive and Google Hangouts would be beneficial. However, training will be available on these Google office tools.
DE&I Commitment
GPA guarantees to interview all candidates who have a disability and who meet all the essential criteria for the vacancy. In cases where we have a high volume of candidates who have a disability who meet all the essential criteria, we will interview the best candidates from within that group. This scheme encourages candidates with a disability and/or neurodivergence to apply. In exceptional circumstances, we may also need to apply the desirable criteria in our shortlisting process which may include holding active security clearance.
Armed Forces Covenant
The Government Property Agency guarantees to interview veterans or spouses / partners of military personnel who meet all the essential criteria for the vacancy. In cases where we have a high volume of ex-military candidates / military spouses or partners, who meet all of the essential criteria, we will interview the best candidates from within that group. In exceptional circumstances, we may also need to apply the desirable criteria in our shortlisting process which may include holding active security clearance.
In applying for this role, you acknowledge the following
this role falls in scope of the Off Payroll Working in the Public Sector legislation. Any rates of payment quoted will reflect the gross rate per day for the assignment and will be subject to appropriate taxes and statutory costs. As such the payment to the intermediary and your income resulting from this contract will be different.