The Office of Identity and Cultural Expression is seeking to appoint an Executive Assistant to provide high-level administrative, organisational and business support to the Director. The successful candidate will play a key role in ensuring the efficient and effective operation of the Directors office.
The post holder will act as a central point of coordination, managing competing priorities, supporting communication across a wide stakeholder base, and contributing to the delivery of the Offices strategic objectives.
Job Purpose
The Executive Assistant (EA) provides high-level administrative, organisational and business support to the Director, ensuring the efficient and effective operation of the Directors office. The post holder will act as a key point of contact, managing competing priorities, coordinating communications, and supporting the delivery of the Offices objectives.
Key Responsibilities
Director Support
* Provide comprehensive diary management, ensuring effective prioritisation of meetings and commitments.
* Prepare, coordinate, and manage briefing materials, submissions, and correspondence.
* Act as the first point of contact for internal and external stakeholders on behalf of the Director.
* Support the Director in tracking actions, deadlines, and key deliverables.
Communication & Stakeholder Engagement
* Manage incoming correspondence, including emails, letters, and Governmental and Ministerial queries where relevant.
* Draft responses, briefing notes, and routine correspondence to a high standard.
* Liaise with all external stakeholders including senior Governmental officials, Ministers offices, and external stakeholders to ensure timely communication.
* Maintain confidentiality and discretion at all times.
Meeting & Event Coordination
* Arrange and coordinate meetings, including logistics, agendas, and papers.
* Provide support to the Board in the setting up and minuting of meetings.
* Attend a range of internal and external meetings where required, taking accurate minutes and tracking follow-up actions.
* Organise events, visits, and engagements involving the Director.
Business Management Support
* Assist with business planning, reporting, and monitoring of key performance indicators.
* Maintain records, filing systems, and information in line with departmental policies.
* Support financial and resource management processes where required.
Office & Team Support
* Contribute to the smooth running of the Directors office and wider team.
* Provide cover for colleagues as necessary.
* Identify opportunities to improve administrative processes and efficiencies.
Essential Criteria
Qualifications
5 GCSEs at Grade C or above (or equivalent), including English Language and Maths.
Executive Support Experience
A minimum of 3 years experience providing high-level administrative or executive support to a senior leader (e.g. Director, Board member or equivalent) within a complex or multi-stakeholder organisational environment.
Diary & Workflow Management
At least 2 years experience managing complex diaries and competing priorities on behalf of senior stakeholders.
Meetings, Governance & Outputs
At least 2 years experience organising senior-level meetings, including preparing agendas, coordinating papers, and producing accurate minutes with associated action tracking.
Written Communication
Demonstrable experience of drafting professional correspondence, briefings, or reports for senior stakeholders.
Stakeholder Engagement & Confidentiality
Experience acting as a point of contact for internal and external stakeholders, including handling sensitive or confidential information appropriately.
IT Skills
Proficiency in Microsoft Office applications (including Outlook, Word, Excel, and PowerPoint).
Desirable Criteria
* Experience supporting senior leadership within a public sector, regulated, or highly governed environment.
* Experience preparing briefings or submissions for senior decision-making (e.g. Board, Executive Team, or Ministerial level).
* Experience working within or alongside government departments or arms length bodies.
* Knowledge of public sector governance processes, including information management, audit, or compliance frameworks.
Key Competencies (NICS Framework)
* Managing a Quality Service
* Delivering at Pace
* Collaborating and Partnering
* Communicating and Influencing
* Making Effective Decisions
Equality of Opportunity
If you have a disability which means you require assistance at any stage of the recruitment process, please contact us directly to discuss.
Additional Information
* The role may require occasional flexibility in working hours to meet business needs.
* The post holder must adhere to all NICS policies, including data protection and information security.
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