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

This is an exciting opportunity to join our high-performing Executive Support Team, providing direct support to the organisation’s most senior leaders.

In this pivotal role, you’ll be at the heart of the action, shaping how our senior Principals operate day to day. You’ll manage complex and fast-moving commitments, handle sensitive communications with confidence, and serve as a trusted link between senior leadership and a wide network of internal and external partners.

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.

We’re looking for someone who brings:

Proven experience managing senior-level inboxes, diaries and priorities

Outstanding communication and relationship-building skills

Calm, confident decision-making, even when handling competing demands

Absolute discretion and professionalism when working with sensitive information

A collaborative, team-focused mindset and a desire to contribute to broader team success

If you thrive in a fast-paced environment, enjoy solving problems before they arise, and are passionate about supporting leadership that drives positive change across the capital, we’d love to hear from you.

What your day will look like

Every day is different, and the Executive Assistant plays a key role in keeping their principals work running smoothly and effectively. You will:

Provide first-class support to senior Principals, managing complex diaries, coordinating meetings, and ensuring they’re fully briefed and prepared for each day.

Work with confidence and independence, using sound judgment to balance competing priorities, resolve issues, and maintain seamless operations.

Act as a connector, building strong professional relationships with senior leaders, stakeholders, and teams across the organisation.

Stay informed about key priorities and developments within your Principals’ business areas and the wider organisation to deliver informed, targeted support.

Maintain transparency and compliance by supporting governance processes, including Gifts & Hospitality and the Register of Interests.

Oversee key administrative approvals, including documentation clearance and absence authorisations.

Manage and maintain inboxes efficiently, coordinating meeting invites, handling correspondence, and ensuring timely filing and decluttering for clear communication.

Contribute positively to the Executive Support Team, bringing professionalism, initiative, and collaboration to a high-performing team environment.

Skills, knowledge and experience

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

Have substantial Executive Assistant experience supporting senior leaders

Be confident prioritising a high volume of tasks and shifting demands

Be adaptable and used to working at pace in a dynamic environment

Stay calm and solution focused when dealing with pressure focused when dealing with pressure

Be a collaborative team player who builds strong, effective relationships across organisations

Behavioural Competencies

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

This role is based at City Hall, Royal Docks (Kamal Chunchie Way, London, E16 1ZE)

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. 

We may close this advert early if we receive a high volume of suitable applications.

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. Please contact them at Judella.fereira@london.gov.uk

If you have any questions about the recruitment process, contact the glaopdcrecruitment@tfl.gov.uk who support the GLA with recruitment.

Is this role eligible for sponsorship?

This role DOES NOT meet the criteria for sponsorship for external candidates. It may meet the criteria for sponsorship for some internal candidates, in limited circumstances. Please contact the hiring manager if you wish to discuss this further.

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: TBC

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. We would welcome applications from candidates who are seeking part time work as this role is open to job share. 

Please note we are a Disability Confident Employer so for candidates who wish to be considered under the scheme and meet the essential criteria, they will automatically be invited to interview. Please note, should you require any adjustments through the process, we will accommodate as much as possible. Please contact the recruitment team for further information if required.

Benefits

GLA staff are hybrid working up to 3 days a week in our offices and remotely depending on their role. As part of this, you will need to split your time between home working and coming into the office.

In addition to a good salary package, you will be paid every four weeks, providing frequent salary payments. We also offer an attractive range of benefits including 30 days’ annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.

Additional Information

Please note, all candidates will need to confirm that the information provided in this application form is true and correct. Should a candidate deliberately give false information, including the use of AI software, they understand that this would disqualify them from consideration.

Successful candidates must undergo a criminal record (DBS) check but some roles may require additional security screening.

More Support

If you have a disability which makes submitting an online application form difficult, please contact resourcingteam@london.gov.uk.