Executive Assistant

Corporate Resources and Business Improvement

The Resources and Business Improvement directorate is led by Dianne Tranmer. It is responsible for: People Function, Facilities Management, Digital Experience Unit and Technology Group, Information Governance, Executive Support Team and leadership of all our shared services across the GLA Group.

About the role

An exciting opportunity has arisen for an experienced Executive Assistant to join the Executive Support Team. In this key role, you'll provide direct, high-level support to two of the most senior leaders in the organisation. You'll be at the centre of the activity, managing complex schedules, handling communications, and acting as a key liaison between senior Principals and a wide range of internal and external stakeholders.

This is more than just an administrative role, it's a chance to gain unique insight into the GLA's strategic priorities and ambitions, and to contribute meaningfully to the work that shapes London's future.

To succeed in the role, you will need:

• Proven experience in diary and inbox management at a senior level
• Exceptional communication and interpersonal skills
• A calm, confident approach to managing competing priorities.
• Discretion and professionalism in handling confidential and sensitive information
• A collaborative mindset and a willingness to contribute to the wider success of the Executive Support Team

If you thrive in a fast-paced, dynamic environment and are passionate about supporting leadership that drives positive change, we'd love to hear from you.

What your day will look like

Every day brings variety, so the Executive Assistant will be responsible for ensuring the smooth and effective functioning of their Principals activities.

1. Deliver excellent executive support to two senior Principals managing complex diaries, coordinating meetings, and ensuring they're fully briefed and prepared for all daily activities.
2. Work independently and confidently, using sound judgment to manage competing priorities, resolve issues, and keep things running smoothly.
3. Be a connector by maintaining excellent professional relationships with a wide network of senior leaders, stakeholders, and teams across the organisation.
4. Keep abreast of key priorities and relevant development for the business areas supported, as well as those of the wider organisation, to enable knowledgeable and targeted support to the Principals,
5. Ensure transparency and compliance is maintained by helping to manage governance processes such as Gifts & Hospitality and Register of Interests.
6. Manage the documentation clearance process for Principals including absence authorisations and other key approvals.
7. Efficiently manage and maintain Principals' inboxes, coordinate meeting invitations, organise correspondence, and ensure timely filing and decluttering to support clear and effective communication.
8. Be a team player actively contributing to a positive, high-performing Executive Support Team by bringing professionalism, initiative, and collaboration to everything you do.

Skills, knowledge and experience

To be considered for the role you must meet the following essential criteria:

Building and managing relationships is developing rapport and working effectively with a diverse range of people, sharing knowledge and skills to deliver shared goals.

Level 2 indicators of effective performance

• Develops new professional relationships
• Identifies opportunities for joint working to minimise duplication and deliver shared goals
• Understands the needs of others, the constraints they face and the levers to their engagement
• Understands differences, anticipates areas of conflict and takes action
• Fosters an environment where others feel respected

Communicating and Influencing .is presenting information and arguments clearly and convincingly so that others see us as credible and articulate, and engage with us.

Level 2 indicators of effective performance

• Communicates openly and inclusively with internal and external stakeholders
• Clearly articulates the key points of an argument, both in verbal and written communication
• Persuades others, using evidence based knowledge, modifying approach to deliver message effectively
• Challenges the views of others in an open and constructive way
• Presents a credible and positive image both internally and externally

Planning and Organising is thinking ahead, managing time, priorities and risk, and developing structured and efficient approaches to deliver work on time and to a high standard.

Level 2 indicators of effective performance

• Prioritises work in line with key team or project deliverables
• Makes contingency plans to account for changing work priorities, deadlines and milestones
• Identifies and consults with sponsors or stakeholders in planning work
• Pays close attention to detail, ensuring team's work is delivered to a high standard
• Negotiates realistic timescales for work delivery, ensuring team deliverables can be met

Problem Solving is analysing and interpreting situations from a variety of viewpoints and finding creative, workable and timely solutions.

Level 2 indicators of effective performance

• Processes and distils a variety of information to understand a problem fully
• Proposes options for solutions to presented problems
• Builds on the ideas of others to encourage creative problem solving
• Thinks laterally about own work, considering different ways to approach problems
• Seeks the opinions and experiences of others to understand different approaches to problem solving

Responding to Pressure and Change is being flexible and adapting positively, to sustain performance when the situation changes, workload increases, tensions rise or priorities shift

Level 2 indicators of effective performance

• Maintains a focus on key priorities and deliverables, staying resilient in the face of pressure
• Anticipates and adapts flexibly to changing requirements
• Uses challenges as an opportunity to learn and improve
• Participates fully and encourages others to engage in change initiatives
• Manages team's well-being, supporting them to cope with pressure and change

Organisational Awareness is understanding and being sensitive to organisational dynamics, culture and politics across and beyond the GLA and shaping our approach accordingly.

Level 2 indicators of effective performance

• Challenges unethical behaviour
• Uses understanding of the GLA's complex partnership arrangements to deliver effectively
• Recognises how political changes and sensitivities impact on own and team's work
• Is aware of the changing needs of Londoners, anticipating resulting changes for work agendas
• Follows the GLA's position in the media and understands how it impacts on work

The GLA Competency Framework Guidelines further detailing each competency and the different level indicators can be found here: GLA Competency Framework

How to apply

If you would like to apply for the role you will need to submit the following:

• Up to date CV
• Personal statement with a maximum of 1500 words. Please ensure you address how you demonstrate the essential criteria outlined above in the advert.

Please ensure your CV and Personal Statement have a maximum file size of 1.5MB each and upload your Personal Statement to the 'CV and Cover Letters' section' of the form, ensuring you address the technical requirements and competencies in your Personal Statement.

Word or PDF format preferred and do not include any photographs or images. Please ensure your CV and Personal Statement are saved with the job reference number as part of the naming convention (E.g., "CV - applicant name - 012345)

As part of GLA's continuing commitment to be an inclusive and equal opportunity employer we will be removing personal identifiable information from CVs and Personal Statements that could cause discrimination.

If you have questions about the role

If you wish to talk to someone about the role, the hiring manager Judella Fereira would be happy to speak to you.

If you have any questions about the recruitment process, contact the who support the GLA with recruitment.

Assessment process

Once you have submitted an application, your details will be reviewed by a panel.

If shortlisted, you'll be invited to an interview/assessment.

The interview/assessment date is: w/c 17 July 2025 (may be subject to change)

Equality, diversity and inclusion

London's diversity is its biggest asset, and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability.

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements . click apply for full job details