Executive Assistant - Birmingham, United Kingdom - Cabinet Office

Cabinet Office

Verified Company

Birmingham, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Details:

Reference number:

Salary:

- £24,327 - £27,101
Job grade:

Executive Officer
Contract type:
Permanent
Business area:
CO
Infrastructure and Projects Authority
Type of role:
Administration / Corporate Support
Working pattern:
Fulltime
Number of jobs available:
1Contents

Location

About the job

Benefits:

Things you need to know

Location

BirminghamAbout the job

Job summary:

Who we are
The IPA is the government's centre of expertise for infrastructure and major projects. We sit at the heart of government, reporting to the Cabinet Office and HM Treasury. Our core teams include experts in infrastructure, project delivery and project finance who work with government departments and industry.

We support the successful delivery of all types of infrastructure and major projects; ranging from railways, schools, hospitals and housing, to defence, IT and major transformation programmes.

We lead the project delivery and project finance professions across government.
Our purpose

Our purpose is to continuously improve the way infrastructure and major projects are delivered, in order to support government priorities and improve people's lives.

We aspire to create the best performing project system of any country in the world.
What we do

The IPA works with government and industry to ensure projects are delivered efficiently and effectively, and to improve performance over time.

We work on the overall project delivery system, which includes the projects, people and processes that together create the right environment for successful delivery.

We measure how well the system is performing, so we can learn important lessons and continuously improve project performance over time.

Job description:

The Corporate Function is central to the smooth running of the Infrastructure and Projects Authority and delivering the organisation's strategic objectives. Comprised of the Private Office, Communications, Business Management and Administration teams, the Corporate Function provides direct support to the CEO and wider IPA and sets the tone for IPA engagement with its key stakeholders.
Within IPA, executive assistance and team support is pooled to ensure flexible resource allocation through matrix working to meet the priorities of the organisation, share best practice and encourage learning and development. These roles form an 'Administration Team' of peers across the IPA, and report to senior Executive Assistant Leads within the Private Office Group.
The Administration Team will work across a range of tasks to support the teams to which they are allocated, and will manage senior leaders' diaries. This includes supporting the effective running of the team, effective diary management, meeting preparation and arranging travel, and responding to a range of requests for information, administrative and logístical tasks.
This role is within the Administration Team, part of the Corporate Function team, and reports to the Executive Assistant Lead.
We are looking for a capable EA for a member of the IPA leadership team. You will be fully supporting Directors & Deputy Directors as their righthand person, being their eyes and ears across the team and be part of the wider admin team in the IPA.
This role would suit an individual who is able to adapt to fast changing needs, someone who has the ability to actively think on their feet, finding solutions to problems and able to use their creative thinking to find solutions to issues

Person specification:

Diary management on a daytoday basis. Managing the Director's time effectively to ensure they have sufficient time to do their work as well as attend key meetings, organise meetings / conference calls / video conferences, coordinating attendees, booking meeting rooms, organising travel arrangements / logistics, advising reception of any external visitors, collating agendas (if necessary).
Forward planning to ensure the Director is available to attend all IPA corporate meetings or to arrange a Deputy on their behalf. Keeping the Director informed of any last minute changes to meetings. Work closely with the wider admin team, in particular the Private Office to ensure all invites are responded to in a timely manner.
Managing the action log of various internal team meetings.
To manage the Director's speaking engagements and any conferences they may attend (responding to invites, attending the Invitations Grid Meeting with the wider admin team and Communications).
The role will be part of a resource pool. While being assigned to a Director or team, you will be asked to support other teams when resources are constrained and allocation may change depending on business needs.

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Exercise discretion, tact and diplomacy in managing sensitive personal and confidential matters

Key Accountabilities: