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Executive Assistant to Assistant Directors/Team Assistant - Skills & Employment
Salary not available. View on company website.
Greater London Authority, Can be based anywhere.
- Remote working
- Part time
- Temporary
Full Job Description
Working for City Hall makes a difference to the lives of Londoners. Our staff are at the centre of long-term planning and development for our great city.Organisation: Greater London AuthorityJob title: Executive Assistant to Assistant Directors/Team Assistant - Skills & EmploymentReference: 1805Salary: £40,814 per annumGrade: 6Contract type: Fixed Term (Maternity Cover)Contract details: FTC till 31 July 2026Team: Skills and EmploymentDirectorate: Community and SkillsInterview date: 7 & 8 August 2025Location: Union StreetApplication closing date: Monday 21 July 2025 at 23:59Communities and SkillsCollaborative, open, inclusive and fair - we work with and through partners to ensure Londoners can shape healthy, empowered and productive lives. Communities and Skills is led by Executive Director, Tunde Olayinka and is comprised of the following units: Civil Society & Sport, Communities & Social Policy, Group Public Health Unit, Skills and Employment and Health, Children and Young Londoners.About the roleTo provide secretarial, administrative and research support services to the Assistant Directors - Skills & Employment, which are responsive to their needs and contribute to making their roles effective. Provide support for a team of over 150 people which includes clerking senior management team meetings and leading on team events such as unit away days.What your day will look likeYou will:
- Provide high level secretarial support to the Assistant Directors, including:
- Diary management, email monitoring and assisting with prioritising activities
- Arranging meetings, collating agendas, distributing papers and taking minutes
- Ensure the Assistant Directors are properly briefed on and familiar with the agenda in advance of all meetings.
- Act as the first point of contact, responding to queries and producing draft correspondence on behalf of the Assistant Director/Head of Unit.
- Maintain key lines of communication and working relationships with Senior Managers and other staff across the organisation to support the Assistant Directors in their roles.
- Provide high quality secretariat support for regular meetings with Deputy Mayors and relevant Senior Managers/staff
- Undertake research, fact-finding and analysis activities in support of the team's work and to support team member development and assist in procuring consultants, event space and training.
- Arrange meetings, including finding suitable dates, booking rooms, ordering catering and equipment; produce and circulate meeting documentation such as agendas, minutes and presentations and noting and following up on any actions agreed as required.
- Liaise with stakeholders including London Councils, boroughs, representative bodies of the skills sector, business and other key partners and maintain excellent working relationships.
- Co-ordinate, manage and plan consultation and stakeholder events and communications activities. Skills, knowledge and experienceTo be considered for the role you must meet the following essential criteria:
- Experience of providing high-level secretarial support to a senior leader.
Experience of providing supporting a large team including onboarding of new staff and implementing processes to support staff. - Experience of using IT systems including MS Outlook, word-processing, spreadsheets and databases.
- Strong communication skills and experience of working to demanding deadlines and working with a range of stakeholders., application, your details will be reviewed by a panel.If shortlisted, you'll be invited to an interview/assessment.The interview/assessment date is: 7 & 8 August 2025Equality, diversity and inclusionLondon'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.Please note we are a Disability Confident Employer so for candidates who wish to be considered under the scheme
and meet the essential criteria, they will automatically be invited to interview. Please note, should you require any adjustments through the process, we will accommodate as much as possible. Please contact the recruitment team for further information if required.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. In addition to a good salary package, you will be paid every four weeks, providing frequent salary payments. We also 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.Additional InformationPlease note, all candidates will need to confirm that the information provided in this application form is true and correct. Should a candidate deliberately give false information, including the use of AI software, they understand that this would disqualify them from consideration.Successful candidates must undergo a criminal record (DBS) check but some roles may require additional security screening.Secondment OpportunityIf you are a GLA employee applying for an internal fixed-term position, as an internal secondment opportunity, you must ensure you satisfy the following secondment policy criteria listed below before applying - On a permanent contract or a fixed term contract where the time left on the contract at the point at which you apply for secondment is longer than the secondment period;
- successfully completed your probation period and are performing to the required standard for your current role; and
- at least 18 months service with the GLA
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