AMS PSR

On behalf of HS2, we are looking for an Executive Assistant (Inside IR35) for a 3 month contract working on a hybrid basis (4 days attendance in the East Acton, London office)

The Role:

As Executive Assistant to the Stations, Rolling Stock & Systems directorate, you will provide proactive, high-quality support to senior leaders, enabling the effective delivery of business priorities within a fast-paced and complex environment. Acting as a trusted point of contact, you will manage competing demands, coordinate activities across a broad stakeholder network, and ensure the smooth running of day-to-day operations through excellent organisation, discretion and sound judgement.

As an Executive Assistant your main responsibilities will be:

• Provide comprehensive executive support to senior leaders within the Stations, Rolling Stock & Systems directorate.
• Manage complex and frequently changing diaries, coordinating internal and external meetings, appointments and professional engagements to maximise the effective use of time.
• Liaise with internal and external stakeholders to arrange meetings and resolve scheduling conflicts.
• Prepare agendas, briefing packs, meeting papers and supporting documentation to a high standard.
• Record, monitor and follow up actions arising from meetings to ensure timely completion.
• Produce and format presentations, reports and correspondence for senior leadership meetings and stakeholder engagements.
• Coordinate directorate communications activities, including organising team meetings and ensuring colleagues are informed of wider organisational updates.
• Act as a key point of contact for enquiries, exercising judgement in responding to requests and redirecting matters where appropriate.
• Arrange travel, accommodation and related logistics in accordance with organisational policies and procedures.
• Maintain effective filing and record management systems to ensure information is accurate, accessible and appropriately managed.
• Update and maintain financial records using Oracle and local systems to support effective financial administration.
• Provide flexible administrative support across the directorate in response to changing business needs and priorities.
• Lead and coordinate assigned projects and initiatives through to successful completion.
• Build and maintain effective relationships with a wide range of internal and external stakeholders.
• Handle sensitive and confidential information with discretion, diplomacy and professionalism.
• Promote Equality, Diversity and Inclusion (EDI) and support organisational policies, initiatives and safe working practices.

Essential

• Significant experience providing Executive Assistant or senior-level administrative support to directors or senior leaders within a complex organisation.
• Excellent organisational skills, with the ability to manage multiple priorities and competing deadlines.
• Proven experience managing complex diaries and coordinating meetings involving senior stakeholders.
• Strong written communication skills, including the ability to prepare high-quality reports, presentations, briefing papers and correspondence.
• Experience preparing meeting documentation, taking accurate minutes and monitoring actions through to completion.
• Excellent interpersonal and stakeholder management skills, with the ability to build effective working relationships at all levels.
• Strong problem-solving skills and the ability to exercise sound judgement and initiative.
• Ability to manage tasks and projects through to completion, ensuring deadlines and objectives are met.
• High levels of discretion and professionalism when handling confidential and sensitive information.
• Advanced IT skills, including proficiency in Microsoft Office applications or equivalent systems.
• Knowledge of executive administration, office management practices and senior leadership meeting processes.

Desirable:

• Experience using Oracle or similar financial systems.
• Experience arranging travel, accommodation and related logistics through corporate travel systems.
• Experience supporting senior leaders within infrastructure, engineering, construction or programme delivery environments.
• Experience coordinating internal communications and engagement activities.
• Understanding of project coordination and delivery approaches.
• Experience working with external partners, contractors and alliance organisations.

Please be aware that this role can only be worked within the UK and not Overseas.

Disability Confident 

As a member of the Disability Confident Scheme, HS2 guarantees to interview all candidates who have a disability and who meet all the essential criteria for the vacancy. In cases where we have a high volume of candidates who have a disability who meet all the essential criteria, we will interview the best candidates from within that group. This scheme encourages candidates with a disability and/or neurodivergence to apply.

In applying for this role, you acknowledge the following "this role falls in scope of the Off Payroll Working in the Public Sector legislation. Any rates of payment quoted will reflect the gross rate per day for the assignment and will be subject to appropriate taxes and statutory costs. As such the payment to the intermediary and your income resulting from this contract will be different".