Executive Assistant to Executive Director of Finance & Infrastructure

Job overview

The Executive Assistant role supports a senior and highly visible Executive Director portfolio. The role is pivotal in providing high quality administrative support in a fast-paced and varied environment.  The role is closely connected to Trust-wide priorities and decision-making.  The role sits alongside an experienced Executive Office Team, where collaboration, professionalism and mutual support are essential.  The team provides cross-cover support and resilience to each other.  The post holder will work closely with Executive Directors, Senior Leaders and wider across the Trust as well as with external stakeholders.  The successful candidate will need to value discretion, be reliable, flexible, have high standards and provide attention to detail.  The team is trusted with highly sensitive information and supports complex, high-profile work, requiring confidence, sound judgement and the ability to manage competing priorities effectively.  The team places importance on team working, development and continuous improvement.  The role would be suited to someone who enjoys being at the centre of organisational activity and who takes pride in their work.

Main duties of the job

Provide high‑quality Executive Assistant support to the Executive Director of Finance and Infrastructure and two other Executive Directors/Directors. Handling highly sensitive and confidential information.

Manage the Executive Director’s office, including diary management, email prioritisation, correspondence handling, filing systems and bring‑forward arrangements.

Provide professional administrative and secretariat support to  senior executive‑level meetings, including preparation of papers, accurate minute‑taking, maintenance of action logs and follow‑up of actions.

Coordinate work, projects and distinct pieces of activity across for the Executive Director/Director.

Maintain Directorate registers, plans,  and compliance reporting, supporting governance, performance monitoring and organisational change activity.

Act as a key point of contact for internal and external stakeholders, dealing professionally with enquiries, correspondence and highly confidential communications.

Plan and organise senior executive‑level events, strategy days, conferences and meetings, including travel, accommodation and liaison with venues and support services.

Support financial administration processes, including invoice approvals and expense claims, ensuring timely and accurate submission in line with Trust systems and policies.

Provide resilience and support within the Executive Office Team.

Detailed job description and main responsibilities

For further information about this role please see the attached job description and person specification.

PLEASE NOTE: Internal candidates are asked to seek approval from their current SWASFT line manager prior to applying for this secondment opportunity.