Executive Assistant & Diary Manager

External Affairs and Communications
Salary: 37841.
Band: UKRI Band D.
Contract Type: Fixed Term. (12 months)
Hours: Full-time/ Part Time. (minimum 0.8 FTE flexible working available)
Location: Swindon - Hybrid working available.

Closing Date: Tuesday 28th April 2026.

Interview Date: Week commencing 18th May 2026.

Employees applying for any opportunity which may mean being away from your substantive role for a temporary period of time please refer to theRecruitment Policy for further information in the first instance. If you are made an offer please ensure you liaise with your Line Manager and the designated HR Team as soon as possible in order that implications of any move are clear and understood prior to a move taking place.

About the role

The purpose of this role is to provide comprehensive and proactive Diary Management and Executive Assistant support to the Chief of External Affairs and Communications. The post-holder will ensure that the business of the senior leadership within the Chief of External Affairs and Communications Group is effectively supported and will contribute to maximising their time through efficient diary management meeting organisation and briefing. Additionally they will work collaboratively with the senior leadership and wider team to continuously improve planning performance and day-to-day operations.

Your responsibilities

• Providing a high-quality end-to-end support service to the Chief of External Affairs and Communications.
• Managing diaries and travel using initiative to make considered judgements when juggling demands on the schedule.
• Collating timely focused and incisive background research analysis and briefing.
• Working with the organisation to manage information flow to and from the Chief of External Affairs and Communications using knowledge and judgement to respond or to divert relevant information/queries to others where appropriate.
• Arranging and ensuring the smooth running of meetings .
• Drafting and circulating meeting papersand agendas synthesising clear minutes and actions from complex discussions.
• Effective information management ensuring compliance with UKRIs records management requirements.
• Providing ad-hoc support for other members of the External Affairs and Communications senior leadership team as required.
• Managing HR and Finance administration for the Chief of External Affairs and Communications using our in-house systems. (Oracle)

Personal Specification

The below criteria will be scored during Shortlisting (S) Interview (I) or both (S&I).

Essential

• Excellent working knowledge of Microsoft Office packages and able to quickly learn new IT skills and programmes. (S)
• Excellent communication and interpersonal skills (verbal presentational and written) sufficient to build credibility with relevant a high level of tact diplomacy integrity resilience patience and discretion. (S&I)
• Adaptable and flexible approach to work; Well-organised demonstrates an excellent attention to detail with a focus on quality able to effectively plan and prioritise tasks to meet deadlines.(S&I)
• Able to deal with challenging situations and comfortable working with uncertainty and to take a proactive approach to identify and deal with problems and initiate solutions.(I)
• Selfmotivated and proactive able to use own initiative and work independently with minimal supervision while also collaborating effectively as part of a team and taking a lead role when required. (S)

Benefits

We recognise and value our employees as individuals and aim to provide a favourable pay and rewards package. We are committed to supporting employees development and promote a culture of continuous learning!

A list of benefits below:

• An outstanding defined benefit pension scheme.
• 30 days annual leave in addition to 10.5 public and privilege days (full time equivalent).
• Employee discounts and offers on retail and leisure activities.
• Employee assistance programme providing confidential help and advice.
• Flexible working options.

Plus many more benefits and wellbeing initiatives that enable our employees to have a great work life balance!

For further information on our benefits please see:

Benefits of working at UK Research and Innovation (UKRI)

Please apply online if you experience any issue applying please

Please note if you will require sponsorship to work in the UK as part of your sponsorship application you and any dependants travelling with you will be required to pay costs directly to The Home Office for the application before you start your role with us. UKRI is normally able to reimburse some or all of these fees after you have become an employee and this can be discussed with the Hiring Manager. For more information please visit