Must be able to obtain an NV1 clearance.
Role overview:
The role of an Executive Assistant is to provide comprehensive administration support to the Assistant Secretary and for providing broader administrative support for key branch functions. The position is a front of house role where coverage is required for core business hours.
The Executive Assistant will be responsible for managing the calendar commitments and inbox of the executive, including preparation of day packs for meetings, managing phone calls and being the first point of contact for the branch.
Key accountabilities:
- Diary management (managing conflicts/competing deadlines)
- Monitor and manage emails across multiple inboxes
- Being the first point of contact for divisional SES and branches for information, guidance and problem solving
- Coordinating and tracking ministerial and Executive workflow
- Prioritise, coordinate, and track tasks
- Monitor telephones, primarily for the Assistant Secretary but at times also for the divisional executive group
- Arrange and reconcile travel, including local taxi use
- Record keeping/ filing
- Manage confidential/ sensitive information
- Word processing, intermediate spreadsheet work and database input/management
- Liaise with senior executive officers, departmental contacts and, at times, the Ministers’ office
- Provide support to other Assistant Secretaries and Executive Assistants of the division as required (ensuring core business hours are covered, answering other executives and EA’s phones, effective message taking and delivery).
- Manage/reconcile branch finances as required by the Assistant Secretary
- Proactively manage the quality of administrative support provided (for example, ensuring meeting papers are available, checking and questioning arrangements where necessary)
- Maintain the Assistant Secretary’s OneNote files.
