Executive Assistant to Director, Defence Safety and Support

London

Job Summary The post holder is a key member of the Director’s Office and provides proactive Executive Assistant support to the Director of Defence Safety and Support, as well as supporting the effective operation of the Chief of Staff function.

The role is responsible for ensuring the smooth and efficient running of the Director’s Office through effective diary management, workflow coordination, mailbox handling, engagement activity and communications support. The post holder will play an important role in helping maintain visibility, cohesion and effective information flow across the Directorate.

This position is advertised at 37 hours per week.

Job Description Director’s Office Management

• Provide proactive Executive Assistant support to the Director, ensuring effective management of diaries, meetings, visitors, travel and office requirements.
• Support the prioritisation of Director time and maintain visibility of emerging issues, risks and pressures.
• Ensure Director-facing activity is delivered professionally, accurately and efficiently.

Outer Office & Workflow Management

• Support the effective operation of the Director’s Office and Chief of Staff function by managing mailbox activity, workflow and routine business.
• Ensure requests are appropriately triaged, progressed and escalated in line with agreed processes.
• Support the coordination of routine enquiries, commissions, actions and correspondence.

Directorate Engagement & Communications

• Coordinate engagement activity and communications on behalf of the Director.
• Support the planning and delivery of townhalls, leadership communications, directorate updates, briefing material and wider engagement activity.
• Contribute to activities that strengthen connectivity, visibility and collaboration across the directorate.

Meeting Preparation & Business Coordination

• Coordinate inputs and support preparation for key meetings, events and engagements.
• Help ensure information, papers and briefing material are available in a timely manner.

Ways of Working & Office Resilience

• Contribute to the continuous improvement of Director’s Office processes, ways of working and administrative discipline.
• Support the effective running of the wider CoS function and provide resilience across the office as required.
• Operate flexibly in response to changing priorities and business requirements.
• Exercise judgement when handling routine business and escalate matters requiring Director or Chief of Staff consideration.

Director’s Office Management

• Provide proactive Executive Assistant support to the Director, ensuring effective management of diaries, meetings, visitors, travel and office requirements.
• Support the prioritisation of Director time and maintain visibility of emerging issues, risks and pressures.
• Ensure Director-facing activity is delivered professionally, accurately and efficiently.

Outer Office & Workflow Management

• Support the effective operation of the Director’s Office and Chief of Staff function by managing mailbox activity, workflow and routine business.
• Ensure requests are appropriately triaged, progressed and escalated in line with agreed processes.
• Support the coordination of routine enquiries, commissions, actions and correspondence.

Directorate Engagement & Communications

• Coordinate engagement activity and communications on behalf of the Director.
• Support the planning and delivery of townhalls, leadership communications, directorate updates, briefing material and wider engagement activity.
• Contribute to activities that strengthen connectivity, visibility and collaboration across the directorate.

Meeting Preparation & Business Coordination

• Coordinate inputs and support preparation for key meetings, events and engagements.
• Help ensure information, papers and briefing material are available in a timely manner.

Ways of Working & Office Resilience

• Contribute to the continuous improvement of Director’s Office processes, ways of working and administrative discipline.
• Support the effective running of the wider CoS function and provide resilience across the office as required.
• Operate flexibly in response to changing priorities and business requirements.
• Exercise judgement when handling routine business and escalate matters requiring Director or Chief of Staff consideration.

Person specification

Essential

• Proven expe…