Job Description:

Executive Assistant / Business Support Officer 

12mth Contract £225pd inside IR35

Hybrid working 2 to 3 days a week onsite in Whitechapel

Overview 

We are looking to recruit an executive assistant / business support officer who has worked in a private office supporting a team of directors. This is a new and expanding team that is looking to set up new processes. As a result, the team is looking for someone to join and confidently set up those processes, taking ownership of their work and carving out how they operate day to day. The team has grown considerably over the past few months and are keen to develop the team culture. The successful applicant will be working across the team and wider stakeholders, thus a personable and approachable individual, comfortable building relationships would excel within this role  

Role Details

• Provide comprehensive diary management for two Deputy Directors, ensuring priorities are reflected accurately, conflicts are proactively managed, and time is used effectively.
• Coordinate domestic and international travel logistics, including bookings, itineraries, and supporting documentation, ensuring smooth and efficient travel.
• Support effective mailbox management, including triaging emails, drafting responses where appropriate, and ensuring timely follow-up of actions.
• Organise and coordinate internal and external meetings, including scheduling, preparing agendas, circulating papers, and ensuring logistical arrangements are in place.
• Act as a key liaison between Deputy Directors, other Private Offices, and internal and external stakeholders to ensure seamless coordination of activity.
• Build and maintain strong working relationships across the directorate and wider department to support joined-up working.
• Ensure meetings and engagements are well-prepared, with briefing materials commissioned, collated, and quality assured where required.
• Provide flexible administrative support in a fast-paced, high-pressure environment, responding to changing priorities and emerging issues.
• Contribute to the effective running of the Deputy Directors’ offices, including identifying opportunities to improve ways of working and team coordination.

Skills required

• Private Office/senior administrative experience, including diary and mailbox management, meeting coordination, and travel logistics in a fast-paced environment.
• Strong organisational, prioritisation and attention to detail skills, with the ability to manage competing demands and ensure high-quality outputs.
• Excellent communication and stakeholder management, building effective relationships across senior leaders, teams, and external partners.
• Resilience, flexibility, and proactive problem-solving, with the ability to handle pressure and adapt to changing priorities.
• High levels of initiative, discretion, and professionalism, including handling sensitive information and improving ways of working.
• Strong digital literacy, particularly with Outlook, Teams, and document coordination tools