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Army - Executive Assistant

Salary undisclosed

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As a civil servant you will work alongside military colleagues in jobs that matter; jobs which often have a direct impact on the quality of the operational capabilities the Army delivers. Roles can offer great job satisfaction and there are many opportunities to develop and progress both within the Department and across the wider Civil Service.

Main Responsibilities Include

  • Effective day to day diary management: This includes allowing for transition between locations, IT communication set up and preparation time; deconflicting and rearranging appointments when priorities change; reacting to short notice requests; monitoring deadlines; confirming attendance & trouble-shooting problems; multitasking and reprioritising to the demands of the Principal.
  • Forward planning. This includes: arranging visits, meetings, briefings and engagements; confidently liaising with colleagues and senior stakeholders, to influence timing and ensure adequate preparation for the Principal; building relationships with key stakeholders inside & outside MOD; anticipating and highlighting future diary & timing issues.
  • Travel management: This includes researching, analysing and making complex travel arrangements (road, rail, air, hotel) in line with MOD Policy, ensuring Principal’s time is used most effectively.
  • Hospitality Management: This includes maintaining electronic register of hospitality, both given & received, in accordance with MOD Policy; Quarterly completion of Senior Travel & Hospitality Declaration.
  • Meeting Support: Collate and organise briefing information packs for meetings, boards or conferences as required and within the timescales set using MS Office tools such as OneNote and Outlook.
  • Records Management: Maintain effective electronic housekeeping and records management/retrieval processes, including safeguarding and handling of classified material in accordance with extant policy.
  • Adhoc administrative tasks to support outer office staff, acting as a professional representative of the principal at all times.

As part of an ongoing review, the post holder may be required to undertake line management responsibility in the future.