Executive Assistant

​Working for City Hall makes a difference to the lives of Londoners. Our staff are at the centre of long-term planning and development for our great city.
 

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. 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.

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. 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.  

Find out which DBS check is right for your employee - GOV.UK (www.gov.uk)

Secondment Opportunity

If you are a GLA employee applying for an internal fixed-term position, as an internal secondment opportunity, you must ensure you satisfy the following secondment policy criteria listed below before applying

• On a permanent contract or a fixed term contract where the time left on the contract at the point at which you apply for secondment is longer than the secondment period;
• successfully completed your probation period and are performing to the required standard for your current role; and
• at least 18 months service with the GLA

If you do meet the criteria listed above, you will need to complete the Approval for secondment application form and gain line manager approval, before emailing the fully completed form to the Resourcing Assistant who is managing the vacancy. This form must be received by the closing date of the vacancy. Failure to provide this form will mean your application cannot be progressed.

If you are unable to satisfy all of the criteria, unfortunately, you are not eligible to apply for this vacancy as an internal secondment.  For further information, please see Secondment Policy and Procedure.

IMPORTANT: If you are a current GLA employee on a fixed-term contract, which is due to end BEFORE the end date of this vacancy, you DO NOT NEED to complete the Approval for secondment application form as it is not a secondment.

If you are successful in securing this secondment opportunity, you will need to be released from your existing role, so please ensure that you make your line manager aware of your application

More Support

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

The GLA is proud to be a Level 2: Disability Confident employer. We are committed to becoming a more inclusive and accessible organisation, and creating a truly inclusive and accessible workplace and culture for our disabled staff. We have named Disability Equality as a key corporate priority within our EDI Strategy. We welcome and encourage applications from disabled applicants. Should you wish to opt into the scheme, please let us know during your application.

Please note all applications for this vacancy must be submitted via our online recruitment system. We do not accept CVs alone for this role. Please upload a personal statement with a maximum of 1500 words to the ‘Additional Documents’ section of the form, ensuring you address the following technical requirements and competencies in your personal statement. Word or PDF format preferred and do not include any photographs or images.
 
The GLA Competency Framework Guidelines further detailing each competency and the different level indicators can be found here: GLA competency framework.

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.

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 a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria.

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. 

In addition to a good salary package, we 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.