Mod Recruitment – Executive Assistant In Southampton

Overview

Position Title:Executive Assistant

Company:UK Ministry of Defence

Location:Southampton, England, UK

Job Description:

Answering calls and emails promptly, dealing with queries and ascertaining the urgency / importance of requests in a professional manner;Working with the Business Manager and policy officers to provide effective office support to the NSO CEO and Deputy CEO including preparing full and accurate daypacks /briefings and chasing papers where required;Providing executive support to the CEO / Deputy CEO, managing and prioritising multiple demands on their time, including engaging with high profile external partners; running and maintaining an accurate diary and using initiative to forward plan, synchronise diaries and prioritise meetings;Collaborating with Ministerial and Private Offices in the Ministry of Defence, Cabinet Office and other government departments, and being confident in representing the NSO’s Executive Office and helping take forward their priorities;Ensuring the leadership team have all papers and information for meetings in good time, commissioning others as necessary.Managing the CEO’s / Deputy CEO’s inbox, including identifying anything urgent or important, and flagging to the relevant team member.

Responsibilities:

• Working with the Business Manager and policy officers to provide effective office support to the NSO CEO and Deputy CEO including preparing full and accurate daypacks /briefings and chasing papers where required;
• Coordinating and setting up meetings, events and visits;
• Collaborating with Ministerial and Private Offices in the Ministry of Defence,
• Cabinet Office and other government departments, and being confident in representing the NSO’s
• Executive Office and helping take forward their priorities;
• Take a proactive approach to progress tasks and working with partners to source information and support decision-making.
• Arranging meetings in a timely and efficient manner, ensuring that all ‘key players’ are available to attend by liaising with the Private Secretaries;
• Logistical support, including planning and booking travel;
• Providing executive support to the CEO / Deputy CEO, managing and prioritising multiple demands on their time, including engaging with high profile external partners; running and maintaining an accurate diary and using initiative to forward plan, synchronise diaries and prioritise meetings;
• Ensuring the leadership team have all papers and information for meetings in good time, commissioning others as necessary.
• Managing the CEO’s / Deputy CEO’s inbox, including identifying anything urgent or important, and flagging to the relevant team member.
• Answering calls and emails promptly, dealing with queries and ascertaining the urgency / importance of requests in a professional manner;