Executive Assistant

Job summary

The Executive Assistant is responsible for providing administrative and logistical support to Senior Management in the OCC and MC divisions. The Executive Assistant also acts as the Travel Co-ordinator for the divisions and co-ordinates travel across other Divisions within UKEF where joint visits are being made.

Job description

The Executive Assistant position is an exciting role with significant contact with staff at all levels in the OCC & MC divisions and other key areas of UKEF and its external stakeholders, whilst also ensuring they effectively support the business outcomes of the division. The Executive Assistant role requires a large amount of autonomy. They need to be particularly adept at prioritisation having to deal with a range of issues in respect of the management of diaries and inbox management pressures, organising meetings, appointments and events. They are expected to be able to make objective decisions, using sound judgement, evidence and knowledge when delegating work in their manager’s absence, organising complex travel arrangements and management of all the OCC & MC’s invoices submitted by Procurement and Finance Division. Casework activities will be varied but they will be required to use their own judgement in interpreting requests from customers and preparing first drafts of correspondence in response.

Key responsibilities and deliverables in the role are:

• Managing communication: Reading, monitoring, and responding to Head of Divisions' emails; screening and handling phone calls, enquiries, and requests when appropriate; corresponding on behalf of the Head of Divisions with internal and external stakeholders.
• Diary and travel management: Scheduling and organising meetings, appointments, travel, accommodation, and visas for the Head of Divisions.
• Preparation and organisation of events/meetings: Planning, organising, and preparing papers for meetings, as well as preparing presentations. Also to assist in coordinating and organising events - both internal and external.
• Financial and budget support: Assisting with processing invoices, budget reforecasting, and quarterly business reviews.
• Office management: Managing and reviewing office processes and ensuring efficient operation of administrative tasks. Taking a leading role on business management activities, such as risks logs, project management, team events, supporting commercial arrangements, agency briefings, and contracts.
• Stakeholder engagement: Meeting and greeting visitors, liaising with other government departments and other staff at various levels of seniority
• Supporting departmental policy activities: Conducting research and delegating work to others in the absence of the Head of Divisions.

This list is not exhaustive; you may be required to carry out additional duties according to business need.

Person specification

Essential

Qualifications

• 3 A-levels; or relevant work experience. (A)

Skills/Ability

• Excellent oral and written communication skills. (A, I)
• Ability to manage information and financial data accurately. (A, I)
• Work effectively under pressure and to tight deadlines. (A, I)
• Research, digest, analyse and present material clearly and accurately. (A, I)
• Able to work independently on own initiative. (A, I)

Experience

• Experience of administrative or personal assistant work. (A, I)
• Experience in using Microsoft Word, Excel and internal intranet channels. (A, I)

Qualifications

3 A-levels; or relevant work experience

Behaviours

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Delivering at Pace
• Changing and Improving
• Making Effective Decisions
• Working Together
• Developing Self and Others

We only ask for evidence of these behaviours on your application form:

• Managing a Quality Service
• Delivering at Pace

Benefits

Alongside your salary of £38,800, UK Export Finance contributes £11,240 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Ability and Experience.

We are assessing candidates using Success Profiles (see Appendix 1) and across the whole process we will assess your Experience, Ability and Behaviours as highlighted below.

The application must be completed by 23.55 on the day of the closing date for it to be accepted.

Use of Artificial Intelligence (AI)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.

Please ensure that you read through the Candidate Information Pack attached to this advert, before applying.

All applications will be sifted against our essential criteria outlined in the personal specification. In addition to this, applicants will also be asked to complete an on-line ability test, this must also be completed prior to the deadline for your application.

• Qualification: 3 A-levels; or relevant work experience (A)
• On-line ability tests (Must be completed by midday on Wednesday 23 September 2026):
  1. 1. Verbal Reasoning
  2. 2. Judgement
• Behaviour statements: - 250 word statements on:
  1. Managing a Quality Service and
  2. Delivering at Pace