Executive Assistant

Employer: Department for Environment, Food and Rural Affairs (Defra)

Position: Executive Assistant (Personal Assistant to Director/Deputy Director)
Salary: £29,715 – £34,435 per year
Work location: Any Defra office (main DDTS hubs in York, Warrington, Newcastle, Reading and Bristol; London space limited)

FULL JOB DESCRIPTION

As an Executive Assistant within Defra’s Digital, Data, Technology and Security (DDTS) Directorate, you will provide high‑quality, comprehensive support to one or more Directors/Deputy Directors and their leadership teams, helping them to deliver critical digital and technology outcomes across the Defra Group. You will manage complex diaries and inboxes, coordinate meetings and briefings, and act as a first point of contact for senior stakeholders, ensuring that priorities are well organised and that leadership time is used effectively. This role offers a unique opportunity to work at the heart of a major digital function in government, gaining first‑hand experience of senior leaders in action and contributing to Defra’s mission of safeguarding the environment, supporting food and farming, and enabling a thriving rural economy.

Your Responsibilities include:

• Managing Director/Deputy Director email inboxes, including monitoring, prioritising, filing, forwarding actions to appropriate colleagues and maintaining a clear audit trail of decisions and follow‑up.
• Managing complex calendars, arranging meetings, teleconferences and room bookings, coordinating travel and ensuring that schedules reflect changing priorities without impacting delivery.
• Working with Directors/Deputy Directors to ensure they are fully prepared for meetings, including collating and preparing briefing packs, agendas and supporting documents in good time.
• Attending key meetings to take clear and accurate notes or minutes, capturing actions and ensuring follow‑up with relevant stakeholders.
• Acting as the first point of contact for colleagues and external stakeholders, handling enquiries professionally, providing information or routing queries to the appropriate person.
• Maintaining effective records and information management, including electronic filing, archiving and the administration of team sites and shared directories.
• Working as part of the wider Secretariat/PA team to provide a consistent core service, share best practice and provide cover and support to other assistants when required.
• Supporting the Director/Deputy Director with other specific pieces of work or administrative tasks as needed, contributing to the smooth running of the DDTS leadership function.

Work Schedule

The role is offered on a flexible basis, with options for full‑time, part‑time, job share and other flexible working patterns, subject to business needs.

You will agree a contractual base at one of the advertised Defra offices, and will be expected to spend at least 60% of your working time in a Defra workplace, with the remaining time worked flexibly from home where appropriate.

You must be based in the UK and carry out all duties from within the UK; some travel between offices or to other locations may be required in line with business priorities.

You Will Have

• Strong interpersonal skills, with the ability to build close working relationships with colleagues at all levels, gain trust and influence others to deliver what is needed.
• Excellent organisational skills, able to manage competing demands, keep focus under pressure and re‑prioritise quickly when plans or requirements change.
• Excellent MS Office skills, particularly strong proficiency in Outlook for email and calendar management, and confidence using other collaborative and productivity tools.
• The ability to operate with discretion, handling sensitive information appropriately and maintaining confidentiality at all times.
• A proven background in supporting a senior manager, head of function, or leading the administration of a significant project or service.
• Experience of working in a large and complex organisation, navigating multiple stakeholders and processes.

Requirements

• Experience providing high‑level administrative or personal assistant support to senior leaders or senior managers, ideally within a large, complex organisation.
• Demonstrable experience of managing inboxes and diaries, coordinating meetings and travel, and preparing meeting materials or briefing packs.
• Proven ability to handle enquiries from a wide range of colleagues and stakeholders, providing a professional and responsive service.
• Strong written and verbal communication skills, including accurate note‑taking and action tracking.
• Eligibility and willingness to obtain Security Check (SC) clearance, which normally requires at least 5 years’ continuous residence in the UK.
• Desirable:
• Prior experience supporting digital, data or technology leaders, or working within a digital/IT environment.
• Experience using modern collaboration platforms and tools to support remote and hybrid teams.

Benefits

• Salary between £29,715 and £34,435 depending on location, plus membership of the Civil Service Defined Benefit Pension scheme with an average employer contribution of 28.97%.
• 25 days annual leave (rising to 30 days after 5 years of service) plus bank holidays, and an additional day off for the King’s birthday.
• Flexible working options including part‑time, condensed hours, flexi‑time and job share, subject to business needs.
• Access to a wide range of retail and lifestyle discounts (e.g. supermarkets, technology, gym, holidays, phones).
• Three paid volunteering days per year and funding for professional membership of a recognised professional body, where relevant.
• Learning and development tailored to your role, with a budget for training or qualifications, and a culture that encourages inclusion, diversity and continuous development.
• Additional benefits such as cycle to work scheme, health cash plan (for a reduced monthly fee), Employee Assistance Programme (24/7 support), free access to Headspace for wellbeing and season ticket loans for public transport.

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Application Process

if you’re interested in this role, check out more information on the OFFICAL WEBSITE HERE and apply now.