Executive Personal Assistant / P

Job Description

Brook Street are recruiting for an Executive Assistant on a temporary contract. Initial contract until December 2025.

Location : Harwell Campus, Didcot

Hybrid Role

The purpose of this position is to provide effective support to two Directors in discharging their leadership and management responsibilities, helping ensure that the Agency meets its overall objectives. In addition to supporting their principals the role holder will also be expected to provide support to other directors to cover absence.

This includes the day-to-day administration duties, travel booking and management, responding to correspondence, as well as diary management.

The role holder will largely work autonomously with guidance from their Line manager, Executive Assistant (EA) to CEO Office as well as working directly to their principals. The role holder will be required to ensure that policies and procedures are complied with, for example in the booking and management of travel.

• Responsibility for all travel plans, such as booking travel and accommodation, for both their principals and, on occasion, those travelling with them.
• Dealing with invitations and requests for meetings, prioritising on behalf of their principals in order to manage their time efficiently.
• Identifying and arranging meetings both on premises and outside, including booking meeting rooms and sourcing suitable meeting venues outside the office where required.
• Providing logistical information and advice on accommodation and best travel options for delegates to meetings, both nationally and internationally.
• Responsibility for effectively completing any other duties for a successful meeting or event such as bookings / catering orders / arranging for equipment such as projectors and teleconference facilities.
• Directing emails to others as appropriate and flagging urgent emails.
• Ensuring that meeting reminders, agenda and other necessary administration for effective meetings are undertaken efficiently and effectively.
• Responsibility for maintaining effective agency records and filing systems as appropriate.
• Diary management, including weekly meetings with their principal to ensure they are well prepared for upcoming commitments.
• General admin support for their principals to assist with ongoing projects.
• Miscellaneous tasks such as refunds / expenses / post.

We are looking for :

Excellent team working skills

Proven customer services skills

Good organisational skills

Attention to detail

Initiative and flexibility

An ability to communicate effectively and work under pressure.

Ideally you will have a background in office work, including use of email, spreadsheet and word processing packages, plus experience of working in a customer based service is essential.