Job description for Executive Assistant

If you are organised, willing to learn and proactive then come and join us at the Submarine Delivery Agency. We are seeking Executive Assistants to join our team and provide effective high-quality secretarial support, manage office operations, and handle administrative duties to ensure our senior executives can conduct their business as efficiently as possible.

If you are detail-oriented, thrive in a fast-paced environment, and are passionate about making a difference, we would love to hear from you!

At the SDA, we champion flexible ways of working. Regular in-person attendance (this is expected to be a minimum of 60% of the working week / 3 days) to promote the benefits of face-to-face collaboration alongside flexibility of hours to support work-life balance. Initially, you may be expected to attend more frequently to familiarise yourselves with the site, the team, and your role.

Nationality, visas, and vetting: For security reasons this role is open to sole UK nationals only. A ‘sole UK national’ refers to an individual who holds citizenship solely in the UK, without dual citizenship or nationality from another country.

We’re unable to offer visa sponsorship.

This role requires you to have lived in the UK for the last 5 years and obtain Security Check (SC) security clearance. Clearance must be obtained without any caveats that prevent you from carrying out the role you’ve been recruited for. If it isn’t obtained or is obtained but with caveats that prevent you from carrying out the role, any conditional offer made to you will be withdrawn. Obtaining SC security clearance can be a lengthy process, and we reserve the right to withdraw any conditional offer made if the necessary security clearance isn’t obtained within 12 months.

What you’ll be doing

• Managing the principal’s diary in an effective and confidential manner. Organising meetings, booking venues including checking security clearance of visitors. In addition, if necessary, organising refreshments and equipment
• Managing and tracking delegated work by prioritising incoming mail, keeping track of the principal’s tasks, actions and deadlines, delegating actions and tasks where necessary
• Managing the logistics of meetings and visits, including travel, accommodation and where necessary producing agendas and itineraries
• Conducting accurate and efficient information management tasks such as filing, expenses and time recording
• Working with the senior executive to understand their needs and objectives to build a cohesive and efficient working relationship

Person specification

To be successful with your application, you’ll need to show that you meet the following essential criteria:

• Effective communication skills both verbal and written and proficient in grammar, spelling and punctuation
• Demonstrable organisational skills and attention to detail
• Demonstrable ability to identify and resolve issues quickly
• Proficient in the use of MS Office tools (or equivalents)

In addition to the responsibilities above, the following technical competences and behaviours will be assessed at interview:

• Administrative support – Awareness level
• Diary management – Awareness level
• Communicating and Influencing – CSBC2
• Working together – CSBC2

Benefits

Alongside your salary of £25,000, Ministry of Defence contributes £7,242 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 25 days’ annual leave +1 day a year up to 30 days, 8 bank holidays and a day off for the King’s birthday
• Flexible and hybrid working options
• Market-leading average employer pension contribution of 28.97%
• Annual performance-based bonus and recognition awards
• Access to specialist training and funded qualifications
• Support for progression
• Huge range of discounts
• Volunteering days
• Enhanced parental leave schemes

Improving innovation and enriching our culture, diversity of thought is vital to our success. So whether you’re looking for a new opportunity, a next step, or a helping hand as you return from a career break, bring your experiences and help deliver for the defence of tomorrow. Here you’ll find a supportive, family-friendly organisation to be a part of – and if you need any assistance with your application, just let us know.

Further Information

• Candidate Information Pack: https://bit.ly/SDA-Candidate-Information-Pack
• Terms and Conditions: https://bit.ly/DES-SDA-Terms-and-Conditions

Selection process details

Your application will go through the following stages of assessment:

1. Pre-sift – We will check that you meet any essential or eligibility criteria that are listed in the Person Specification section of this advert. On your CV, please clearly show how you meet the essential criteria.
2. Sift – Your CV will be assessed against the following categories, using a simple numerical scoring system: Key Achievements; Relevant Experience; Applied Knowledge and Skills. Please follow our guidance on CV writing for best chance of success.
3. Interview – If you’re invited to interview, you’ll be assessed against the Sift categories listed above, as well as the Technical Competences and Behaviours listed in the Person Specification section of this advert. When two (or more) candidates are on equal interview scores, positions will be offered based on the scores assessed at interview, in this order – 1st) Technical competence, 2nd) CV Review, 3rd) Behaviour one, 4th) Behaviour two.

Feedback will only be provided if you attend an interview or assessment.