MODSAP Executive Assistant and Team Administrator

City of Westminster, London (region), SW1P 3JH

Job Summary The MOD Saudi Armed Forces Projects (MODSAP) is a unique and exciting place to work. It forms a crucial part of the longstanding strategic defence relationship between the UK and the Kingdom of Saudi Arabia (KSA). Our defence, security and prosperity interests in KSA remain substantial. MODSAP delivers a large, exciting and complex programme of work, through a team spread across the UK and multiple locations in Saudi Arabia.

The UK has a longstanding bilateral relationship with KSA which accounts for over a third of all defence exports from the UK; MODSAP play a key role overseeing delivery of services worth significant income to the UK economy.

The Executive Assistant and Team Administrator will be joining MODSAP at a critical point within the UK-Saudi relationship; the Saudi authorities are undertaking an unprecedented programme of societal reforms, while facing continuing challenges to regional and national security.

Consequently, the country faces strategic challenges as it seeks to develop its industrial and defence capabilities against a backdrop of an unstable region and increasing external scrutiny of its decisions and behaviours.

The Executive Assistant and Team Administrator role sits within the Operations and Policy team and plays a pivotal role in supporting the Deputy Director and wider team. The post holder will provide high-quality executive and administrative support, using effective horizon scanning and a strong understanding of team priorities to help coordinate activity, drive delivery and ensure key objectives and deadlines are met. The role is integral to maintaining the smooth and efficient operation of the team and ensuring outputs are delivered to a consistently high standard.

Please note, the postholder will be required to work in our London office for at least 60% of the working week (i.e. three days a week in office). This position is advertised at 37 hours per week.

Job Description The AO Executive Assistant and Team Administrator role includes but is not limited to the following key responsibilities:

• Diary and workflow management: manage the Deputy Director’s diary, resolve scheduling conflicts, prioritise meetings, track work submitted for clearance, and ensure time is protected for timely review of staff work.
• Team administration and coordination: track the team’s annual leave, mandatory training records, visitor bookings, recruitment campaign administration, and output trackers so deadlines, responsibilities and team processes are clear.
• Travel, expenses and compliance support: Manage domestic and overseas travel bookings, including staff visits to Saudi Arabia, ensuring visa and documentation requirements are met and conducting preliminary expense checks for Deputy Director sign-off.
• Meeting support and action tracking: act as the coordinator for the Operations and Policy team meetings.
• Stakeholder and information management: Collaborate with the MODSAP Director’s Office to ensure seamless coordination between the Operations & Policy team and Director MODSAP, facilitating effective workflow management and ensuring deadlines and priorities are clearly understood and met. This includes SharePoint and records management for the OpPol team.
• Corporate support and event logistics: assist with the day-to-day running of Cromwell House, support delivery of meetings and corporate services for Saudi guests.

The AO Executive Assistant and Team Administrator role includes but is not limited to the following key responsibilities:

• Diary and workflow management: manage the Deputy Director’s diary, resolve scheduling conflicts, prioritise meetings, track work submitted for clearance, and ensure time is protected for timely review of staff work.
• Team administration and coordination: track the team’s annual leave, mandatory training records, visitor bookings, recruitment campaign administration, and output trackers so deadlines, responsibilities and team processes are clear.
• Travel, expenses and compliance support: Manage domestic and overseas travel bookings, including staff visits to Saudi Arabia, ensuring visa and documentation requirements are met and conducting preliminary expense checks for Deputy Director sign-off.
• Meeting support and action tracking: act as the coordinator for the Operations and Policy team meetings.
• Stakeholder and information …