Executive Assistant

An exciting opportunity has arisen for an experienced Executive Assistant to join the Executive Support Team on a Fixed Term Contract up to 12 months, providing direct high-level support to two of the most senior people in the organisation. 

This is an interesting role which will provide you with great insight into the Greater London Authority’s work and ambitions, and you will act as an important interface between senior Principals and a wide range of stakeholders. 

To succeed in the role you will need to have extensive experience of diary and inbox management, dealing with correspondence and excellent communication skills, with the ability to work accurately, independently at times and efficiently. 

We are also seeking someone who will actively and positively contribute to the wider work and initiatives within the Executive Support Team.  

Principal accountabilities:

1. Provide a full range of professional, high-level executive support services to two Principals, including set up, amendment and cancellation of meetings, planning over a significant timescale, and all associated tasks including commission and collation of briefing and speaking notes 
2. With thorough business area knowledge, work alone using evaluative judgement and discretion to respond to issues and balance competing priorities across multiple diaries for senior staff, escalating to the Executive Support Manager only where necessary 
3. Maintain key lines of communication and productive working relationships with a large and complex network of external stakeholders, senior managers, and other staff across the organisation to enable effective executive support 
4. Keep abreast of key priorities and relevant development for the business areas supported as well as those of the wider organisation, to enable knowledgeable and targeted support to the Principals, to cover other diaries within the Executive Support Team as required and to react to emerging events. 
5. Manage the governance and transparency process for Principals (to include Gifts and Hospitality declarations; Register of Interests) 
6. Manage the documentation clearance process for Principals (to include absence authorisations for Principals) 
7. Inbox management relating to invites, deleting chains, filing emails as required 
8. Actively contribute to building a successful and positive Executive Support Team by taking personal responsibility for displaying the highest standards of professional behaviour and participating in team meetings, providing value-added input and taking on assigned tasks as required 

If you have a question about the role or would like to discuss it informally, please feel free to contact Judella Fereira at Judella.fereira@london.gov.uk to arrange a call. 

Please note all applications for this vacancy must be submitted via our online recruitment system. We do not accept CVs alone for this role. Please upload a supporting statement with a maximum of 1500 words to the ‘Additional Documents’ section of the form, ensuring you address the following technical requirements and competencies in your supporting statement. Word or PDF format preferred and do not include any photographs or images. Please ensure your CV and supporting statement documents are saved with the job reference number as part of the naming convention (E.g. “CV – applicant name - 012345)

The GLA Competency Framework Guidelines further detailing each competency and the different level indicators can be found here: GLA competency framework

PERSON SPECIFICATION 

Key relationships:

• Accountable to: Executive Support Managers /Head of Executive Support /Principals in Mayor’s office and Corporate Management Team 
• Accountable for: Executive Support Team collective performance 
• Principal contacts: Corporate Management Team, the Mayor’s Office, GLA managers and staff, senior figures in the functional bodies, local and central government and other key stakeholders.

Technical requirements/experience/qualifications:

• Experience of delivering high level diary and administrative support service to the most senior managers in organisations 
• Exceptional attention to detail and experience of managing multiple complex diaries within a busy environment. 
• Ability to work on own initiative, accurately to tight deadlines and to prioritise between conflicting demands 
• Advanced ability in the use of standard Microsoft office suite 

Behavioural competencies

Building and managing relationships

… is developing rapport and working effectively with a diverse range of people, sharing knowledge and skills to deliver shared goals.

Level 2 indicators of effective performance: 

• Develops new professional relationships 
• Identifies opportunities for joint working to minimise duplication and deliver shared goals 
• Understands the needs of others, the constraints they face and the levers to their engagement 
• Understands differences, anticipates areas of conflict, and acts 
• Fosters an environment where others feel respected 

Stakeholder focus

….is consulting with, listening to and understanding the needs of those our work impacts and using this knowledge to shape what we do and manage others’ expectations. 

Level 2 indicators of effective performance:

• Communicates openly and inclusively with internal and external stakeholders 
• Clearly articulates the key points of an argument, both in verbal and written communication 
• Persuades others, using evidence-based knowledge, modifying approach to deliver message effectively 
• Challenges the views of others in an open and constructive way 
• Presents a credible and positive image both internally and externally 

Planning and Organising

… is thinking ahead, managing time, priorities, and risk, and developing structured and efficient approaches to deliver work on time and to a high standard. 

Level 2 indicators of effective performance:

• Prioritises work in line with key team or project deliverables 
• Makes contingency plans to account for changing work priorities, deadlines and milestones 
• Identifies and consults with sponsors or stakeholders in planning work 
• Pays close attention to detail, ensuring team’s work is delivered to a high standard 
• Negotiates realistic timescales for work delivery, ensuring team deliverables can be met 

Problem Solving

… is analysing and interpreting situations from a variety of viewpoints and finding creative, workable and timely solutions. 

Level 2 indicators of effective performance:

• Processes and distils a variety of information to understand a problem fully 
• Proposes options for solutions to presented problems 
• Builds on the ideas of others to encourage creative problem solving 
• Thinks laterally about own work, considering different ways to approach problems 
• Seeks the opinions and experiences of others to understand different approaches to problem solving 

Organisational Awareness

… is understanding and being sensitive to organisational dynamics, culture and politics across and beyond the GLA and shaping our approach accordingly. 

Level 2 indicators of effective performance:

• Challenges unethical behaviour 
• Uses understanding of the GLA’s complex partnership arrangements to deliver effectively 
• Recognises how political changes and sensitivities impact on own and team’s work 
• Is aware of the changing needs of Londoners, anticipating resulting changes for work agendas 
• Follows the GLA’s position in the media and understands how it impacts on work 

Decision Making

…is forming sound, evidence-based judgements, making choices, assessing risks to delivery, and taking accountability for results 

Level 2 indicators of effective performance:

• Takes decisions as necessary on the basis of the information available 
• Makes decisions without unnecessarily referring to others 
• Involves and consults internal and external stakeholders early in decisions that impact them 
• Identifies potential barriers to decision making and initiates action to move     situation forward 
• Demonstrates awareness of the GLA’s decision making processes and how to use them.

Responding to Pressure and Change

… is being flexible and adapting positively, to sustain performance when the situation changes, workload increases, tensions rise or priorities shift 

Level 2 indicators of effective performance:

• Maintains a focus on key priorities and deliverables, staying resilient in the face of pressure 
• Anticipates and adapts flexibly to changing requirements 
• Uses challenges as an opportunity to learn and improve 
• Participates fully and encourages others to engage in change initiatives 
• Manages team’s well-being, supporting them to cope with pressure and change 

This role is based at City Hall, in the Royal Docks (Kamal Chunchie Way, London, E16 1Z)

GLA staff are hybrid working up to 3 days a week in our offices and remotely depending on their role. As part of this, you will need to split your time between home working and coming into the office.

London's diversity is its biggest asset, and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability. 

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements. We would welcome applications from candidates who are seeking part time work as this role is open to job share. 

In addition to a good salary package, we offer an attractive range of benefits including 30 days’ annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.

Application closing date: Sunday 11th February 2023 at 23:59

We will make every effort to give you as much notice as possible, however some interviews/assessments could be organised at short notice.