Executive Assistant

Location: BGS headquarters in Keyworth, Nottingham.

Full-time – 37 hours (flexible working options available)

An exciting opportunity has arisen for a motivated and experienced Executive Assistant to provide highly effective administrative support to the Directors in the Executive office, supporting high level tasks, meetings, strategic events, and high-profile visits. You will be responsible for preparing meeting agendas, performing research for meetings, and occasionally taking minutes. An important part of the role will be diary management and meeting coordination. Other duties/responsibilities include: 

• Having to make sound judgement calls regarding highly sensitive information (when and who to pass sensitive information).
• Ensuring internal and external communication remains appropriate and effective in an environment that can be fast-paced or stressful.
• Having the knowledge and experience to deputise for more senior EA during periods of leave/sickness.
• Providing support and corporate coordination of a wider group of Business Assistants (BA’s) across the organisation.
• Managing extremely busy and constantly fluctuating diaries for the Director of Operations and Associate Director of Operations.
• Dealing with and making informed judgements around conflicting priorities.
• Working closely with the EA to the Director of BGS to ensure effective continuity of the diaries and travel of the Executive Directors.

We are looking for someone who is approachable and professional, very well organised and who has a willingness to help colleagues and be able to respect confidentiality and be proactive and enthusiastic. 

Educated to at least ‘A’ level equivalent standard and/or have relevant comparable work experience of providing high-quality support, you will have a good amount of experience in an administrative or secretarial role. Qualifications in business administration and/or customer service (e.g. NVQ level 2 or 3) desirable.  

Essential Criteria 

EXPERIENCE 

• A substantial amount of experience of supporting staff at a senior/director level, preferably in a Personal/Executive Assistant or secretarial type role
• Experience of minute-taking, travel booking and procurement/expenses
• Experience co-ordinating and working closely within a team
• Experience of handling a workload and prioritisation, including managing electronic calendars using Microsoft Outlook 

KNOWLEDGE 

• Knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Teams and Zoom
• Ability and confidence to learn and use internal IT systems and databases e.g. Oracle 

SKILLS & ABILITIES 

• Effective verbal and written communication skills
• Ability to work unsupervised and work within a variety of teams, and to demonstrate flexibility and participate as a team member
• Good attention to detail
• Able to forward plan/anticipate needs of Directors and adapt to changing priorities
• Ability to empathise with the needs of the business and colleagues and relate this to your support role in the organisation 

PERSONAL QUALITIES 

• Approachable and an ability to work with staff at all levels
• Discreet with a clear understanding of handling confidential information
• Able to travel off-site occasionally 

MOTIVATION 

• Demonstrates an enthusiasm for the work of BGS/UKRI and the BGS core values of impact, impartiality, and knowledge
• You will be committed to a diverse and inclusive approach to work in the geosciences

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