View Vacancy - Personal Assistant to the Ambassador/IT Support Officer (LUX085)

A full-time position as Personal Assistant to the Ambassador/IT Support Officer has become available at the British Embassy in Luxembourg.

The job-holder’s principal role will be to support the Ambassador, ensuring the smooth running of his office, providing first class secretarial skills and administrative support. You will deal with telephone calls, invitations, letters and incoming mail. You will ensure the diary is well managed, setting up all appointments and meetings. You will manage and maintain databases ensuring strict adhesion to the data protection act is followed at all times. You will also be involved in the procurement process, raising purchase orders, filling out TVA forms and ensuring invoices are processed ready for payment. You will maintain the Embassy general email account.

But there is much more to the job than providing administrative support!   You will be very involved in the organisation of events at the Ambassador’s Residence - receptions, lunches/dinners, talks, exhibitions -   liaising closely at all times with the Residence staff. You will be expected to develop and maintain a network of useful contacts, liaising closely with contacts in other ministries and embassies.   You will also contribute to other Embassy events, including through underpinning the Embassy’s social media programme, including monitoring and maintaining our Facebook page.

As IT Support Officer (ITSO) the job-holder will liaise closely with London on any technical issues arising and ensure equipment locally is logged, maintained and replaced as necessary.

This is an interesting and challenging role, which would suit a highly organised and confident self-starter. It will require a significant degree of initiative, self-management and independent contact-building. The job-holder will be expected to have excellent interpersonal and communication skills and be able to demonstrate a high standard of attention to detail. A discreet nature is essential. You must be fluent in both written and spoken English and French and have good IT skills. Flexibility and being able to work well in a small team is crucial.

The British Embassy is a small, friendly and inclusive mission, committed to the wellbeing and professional development of all staff. There is a strong emphasis on learning and self-development to ensure that staff are fully-equipped to achieve their objectives. The job-holder would work within the mutually supportive networks both of their colleagues locally, as well as in London and Brussels.

• Experience in diary and event management;
• Excellent knowledge of Excel, Word and good IT skills in general, including social media;
• Demonstrated problem-solving skills and sound judgement; 
• Strong interpersonal skills;
• Strong organisational skills, ability to plan ahead and prioritise;
• Fluent English and French (both oral and the ability to draft clear written communications);
• Flexibility and ability to work well in a small team.