Defence Business Services - DBS - Executive Assistant

The DBS outer office supports both the Chief Executive Officer (CEO) and Chief Operating Officer (COO) in the delivery of their responsibilities, providing briefing and advice on a wide range of issues direct to the CEO and COO, as well as providing diary management, travel arrangements, liaising with DBS executive team leaders, senior stakeholders, and functional leads across the MOD.

Two Executive Assistants (EAs) reporting to an Army Major Military Assistant, directly support either the CEO or the COO. The CEO EA must be based in Bristol, but the COO EA may be based in either Bristol or Blackpool.

Specific responsibilities are:

Provide professional, timely and efficient day-to-day management of the CEO's or COO's diary, including organising internal and external meetings/calls to manage their time effectively.
Coordinate all travel required including booking accommodation and transport.
Reschedule/prioritise engagements as required to resolve and deconflict diary clashes and liaise with the CEO / COO in advance to manage conflicting priorities.
Manage incoming emails. File and action incoming correspondence in a timely manner, preparing letters/emails on behalf of Head AFVS as required.
Arrange meetings (internal and external) as required including booking in visitors, securing meeting rooms and domestic arrangements, and undertaking all necessary administrative procedures. Provide briefing packs and other paperwork as required to support meetings.
Act as lead focal point for external visits as required including arranging booking in visitors, securing meeting rooms and domestic arrangements, and undertaking all necessary administrative procedures.
Additional tasks as required to support the CEO or COO