Executive Assistant, Group Director

Executive Assistant to Group Director of Safety Director of Safety and Airspace Regulation (SARG)

Salary - Upto £36,000 dependant on Experience

Contract Type: Permanent Full time

Location: Gatwick/London/Hybrid

Security Level Required: SC

Closing Date: 13th Dec 2024

Interview Date: WC 7 Jan 2025 In Person Aviation House, Crawley

We are the UK's aviation and aerospace regulator, responsible for the regulation of aviation safety in the UK, determining policy for the use of airspace, the economic regulation of Heathrow, Gatwick and Stansted airports, the licensing and financial fitness of airlines and the management of the ATOL financial protection scheme for holidaymakers. Our activities are diverse, enabling the aviation industry to meet the highest safety standards, and we pride ourselves on our ability to adapt to the constantly evolving aviation environment.

The Role

As Executive Assistant to the Director of Safety and Airspace Regulation Group, (SARG), you will provide a high level of executive, secretarial and administrative support and to that of the wider SARG leadership team. You will manage administrative requirements, facilitate communication, manage, and lead meeting co-ordination and preparation, co-ordinate and compile executive reports, assist with the formation of budgets and budget monitoring, project tracking, and diary management ensuring an effective and smooth operation. This is a high-profile role where both confidence, discretion and resilience is required.

Core Accountabilities

• Provide comprehensive administrative support, ensuring commitments run efficiently and effectively.
• Manage complex diary commitments, meeting management, coordinating travel and associated logistics.
• Manage sensitive and confidential information with the utmost discretion.
• Prepare and produce papers, packs, presentations, and communications for internal and external audiences, often against tight deadlines.
• Collaboratively working with the wider Leadership Team and other SARG colleagues to ensure the delivery of necessary reports and communications.
• Assist, monitor and track action reporting.
• Coordinate meetings, conferences, and events, including developing and preparing agendas, taking minutes, and organising logistics for GDSAR and Leadership team.
• Ensure attendees are effectively prepared in advance of any meeting to ensure the effective and efficient running of the meeting.
• Drive and ensure internal governance and effectiveness in accordance with CAA’s corporate responsibilities and delivery deadlines.
• Liaise with internal and external stakeholders on a regular basis and be the point of contact for the Directorate.
• Assist with ad-hoc projects and conducting research.

About You

The varied nature of the role will command the ability to continually review and re-prioritise tasks to support changing business needs. You will be at ease in switching from one task to another whilst maintaining a strong attention to detail. Essential to the role is the ability to communicate and build effective work relationships at all levels including that of key Stakeholders and to Ministerial level.

Essential Minimum Criteria

• Experienced Executive or personal assistant working in a fast-paced environment, often with conflicting priorities and tasks.
• Proactively anticipate needs and confidently take preventive or mitigating action.
• Confidently communicate in a professional and concise manner both verbally and in the written form to both internal and external Stakeholders, which may include Ministerial level.
• High level of business acumen, with a desire to understand the wider business needs, priorities, and risk.
• Confidently balance diary commitments to ensure the Director has the capacity to manage their workload effectively.
• Able to deliver a high level of customer service confidently and consistently in a courteous, polite, and collaborative manner.
• Confident to make swift decisions and act independently or with little supervision.
• Inspire confidence and work in close collaboration with Board and ExCo members and their EAs / PAs.
• Proficiency in Microsoft Office suite, including Word, Excel, PowerPoint, Outlook as well as the virtual workspace of Microsoft Teams and knowledge of SharePoint 365.

Desirable Criteria

• Project management experience.

Additional Information

For many appointments within the CAA, these roles require access to operationally sensitive infrastructure and/or Nationally Protected information. For these roles the post holders must undergo National Security Vetting and achieve the appropriate level of clearance. To be vetted we will usually expect a reasonable period of residency in the UK so that meaningful checks can be undertaken. This can either be 3 years or 5 years depending on the level required (CTC or SC). If you do not meet these requirements, we may not be able to accept your application. For more information please visit - Vetting explained - GOV.UK (www.gov.uk). The CAA values high ethical standards and personal integrity among employees. If invited for interview you will be asked to complete a declaration of interest.

Inclusivity & Our Values

We are proud to be an equal opportunity employer and celebrate our diversity ensuring all are backgrounds included here at the CAA. As a member of the Disability Confident scheme, applicants who meet the minimum criteria for a role with us will be guaranteed an interview.

Do The Right Thing, Never Stop Learning, Build Collaborative Relationships, Respect Everyone – For more information please Click Here

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

NO RECRUITMENT AGENCIES