Executive Assistant

Employer: Civil Aviation Authority

Position: Executive Assistant

Salary: £45,000 to £47,000 a year

Job Type: Permanent, Full Time

Work location:  London

FULL JOB DESCRIPTION

We are the UK’s aviation and aerospace regulator and recognised as a world leader in its field. Our activities are diverse, enabling the aviation industry to meet the highest safety standards, and we pride ourselves on our ability to adapt to the constantly evolving aviation environment.

Provide highlevel executive, secretarial, and administrative support to Executive Director, Consumer and Markets and wider leadership team, ensuring the effective and smooth operation of executive activities. The role is responsible for comprehensive diary and email management, meeting coordination and preparation, compilation of executive and governance reports, project tracking, and stakeholder engagement. Acting as a central point of contact, the position facilitates clear communication with senior leaders, Board and Executive members, and external stakeholders. The role requires a high degree of professionalism, discretion, diplomacy, proactivity, and the ability to manage multiple priorities efficiently in a fastpaced executive environment.

This role will require office attendance in line with when the Director is also in the office. This is likely to mean at least two days a week in the office, largely at our London office but may also require some travel to our Gatwick Office (please see later comments about the relocation of our Gatwick office). 

You will thrive in a fastpaced, changing environment, confidently reprioritising tasks while maintaining excellent attention to detail. The role requires strong relationship building skills, with the ability to communicate effectively at all levels, including senior stakeholders and ministerial offices. Highly organised and adaptable, you will provide proactive support to the Director and wider team with minimal supervision, anticipating needs and managing daily priorities. Absolute discretion is essential, as the role involves handling sensitive and confidential information.

Your Responsibilities include:

• Provide comprehensive administrative support, ensuring commitments run efficiently and effectively.

• Manage complex diary commitments, coordinating travel and associated logistics.

• Manage sensitive and confidential information with the utmost discretion.

• Prepare and produce papers, packs, presentations, and communications for internal and external audiences, often against tight deadlines.

• Collaboratively work with the wider Leadership Team, other Executive Director support teams and other Executive Director EA colleagues to ensure the delivery of necessary reports and communications.

• Assist, monitor and track action reporting.

• Coordinate meetings, conferences, and events, including developing and preparing agendas, taking minutes, and organising logistics for the Executive Director and Leadership team. 

• Ensure attendees are effectively prepared in advance of any meeting to ensure the effective and efficient running of the meeting.

• Drive and ensure internal governance and effectiveness in accordance with the CAA’s corporate responsibilities and delivery deadlines.

• Liaise with internal and external stakeholders on a regular basis and be the point of contact for the Directorate.

• Assist with ad-hoc projects and conducting research.

• Minute taking, collating, and managing action logs.

• Ensure internal governance is effective to ensure we meet our corporate responsibilities.

• Frequent collaboration with internal and external stakeholders

Work schedule 

Full time role

You will have

• Project management qualification, or training.

• Experience of working with Non-Executive Board members

• Knowledge or experience of working in a regulatory organisation.

Requirement 

• Advanced diary, email, and time management, balancing complex and conflicting priorities to ensure executive capacity

• Highlevel Board and Executive support for meetings, including agendas, papers, minutes, action tracking, and followup

• Strong gatekeeping and prioritisation, managing access to senior leaders and protecting executive time

• Exceptional written and verbal communication, confident engaging at all levels including Board, Executive, Ministerial offices, and external stakeholders

• Proven stakeholder relationship management, working collaboratively with senior leaders, regulators, and external partners

• Outstanding diplomacy, judgement, and discretion, with experience handling sensitive and confidential information

• Proactive and anticipatory support, identifying risks, priorities, and solutions before issues arise

• Highly developed organisational skills, thriving in a fastpaced, highscrutiny environment

• Project coordination experience, tracking actions, deadlines, and deliverables across multiple workstreams

• Strong business acumen, with an understanding of organisational priorities, governance, risk, and regulatory impact

• Ability to work independently with minimal supervision, making sound decisions and taking ownership

• High emotional intelligence, resilience, and adaptability under pressure

• Excellent attention to detail alongside bigpicture awareness

• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and SharePoint or governance platforms

• Understanding of corporate governance, regulatory processes, and compliance requirements

• Commitment to delivering a high standard of professional service in a courteous, collaborative manner

Benefit 

• Hybrid working 

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Application Process

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