FORTE ICT
Executive Assistant to the Executive Director of Learning & Insights: Once A Week In The Office
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Main Purpose
Provide high-quality executive support to the Executive Director of Learning & Insights, ensuring the smooth running of the directorate. This includes proactive diary and inbox management, coordination of strategic programmes, preparation of briefings and documentation, stakeholder liaison, and supporting the delivery of Learning & Insights priorities across the organisation.
Decision making duties
State types of decisions the job holder can make on their own
- Management and prioritisation of own workload
- Coordination and scheduling of meetings, events, and internal engagements
- Preparation of agendas, briefings, and follow-up actions
- Problem identification and resolution, escalating issues where appropriate
- Management of travel logistics and executive-level arrangements
State types of decisions where you would expect the job holder to make recommendations
- Resolution of conflicting requests for their time
- Resolution of conflicting priorities from various stakeholders
- Setting project schedules, activities
- Style and content of information, advice, and guidance
State types of decisions where the job holder must consult others
- Process improvement opportunities
- Resource requirements
- Project timelines (on projects not being directly managed)
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State types of decisions where the job holder must refer upwards or to another role
- Scope creep
- Budget issues/sign-off
Key Accountabilities
- Act as the primary liaison for the Executive Director, ensuring timely communication and follow-up.
- Build strong relationships with internal and external stakeholders, ensuring smooth coordination of Learning & Insights activities.
- Support the Executive Director in preparing for meetings, events, and external engagements, including producing briefing packs, summaries, and background research.
- Monitor key programme updates and escalate issues or delays appropriately.
Key personal skills
- Excellent organisational and administrative skills
- Strong written and verbal communication skills
- Ability to synthesise information and prepare concise briefings
- High proficiency in Microsoft Office, Teams, Planner, and digital collaboration tools
- Experience managing complex diaries and senior-level inboxes (From JD: “Experience of managing senior Director inboxes and calendars”)
- Ability to coordinate meetings, workshops, and events
- Strong analytical and problem-solving skills
- Self-starter able to work with minimal supervision
- Flexible, collaborative, and able to adapt to changing priorities
- Ability to work under pressure and meet tight deadlines
- Strong interpersonal skills and confidence working with senior stakeholders
- High attention to detail and quality focus
- Strong judgement and discretion when handling sensitive information
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Essential Requirements
- Experience supporting senior leaders or executives in a complex organisation
- Experience coordinating cross-functional activities and managing competing priorities
- Experience preparing briefings, reports, and meeting documentation
- Experience organising events, workshops, or stakeholder engagements
- Experience analysing information and preparing summary reports
- Experience supporting board governance, trustee meetings, governance compliance and related administration is particularly beneficial.
- Potential backgrounds include Parliament, Memberships, or the Civil Service.
- Experience within infrastructure, engineering, construction or environmental sectors would be beneficial, but not essential.
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