View Vacancy - Diary Secretary, Administrator & Events Assistant (BEL18.159)

The British Embassy in Brussels is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a full time Diary Secretary, Administrator & Events Assistant.

This position would suit a self-starter with a keen eye for detail, who would work closely with the Personal Assistant & Events Manager to help run the Ambassador’s office and supporting events.

Roles and responsibilities:

• Being in charge of the Ambassador’s diary:

  - Setting up a large volume of appointments;

  - Filter and respond to mail and daily invitations

           - Organise efficient and cost effective transport for the Ambassador;

           - Assist in drafting correspondence;

           - Setting up conference calls;

           - Deputise in the absence of the PA and Events Manager;

           - Record meetings, book rooms and assist with set–up.

• Help organise Embassy events:

           - Co-ordinate and compile guest lists;

           - Issue invitations;

           - Ensure effective liaison with the Residence team;

           - Attend the events & welcome guests

• Provide administrative assistance to Embassy crisis team during a crisis.

• Proven ability to prioritise and deliver results, meet competing deadlines and work efficiently to tight timescales;

• Highly organised & have a keen attention to detail;

• Excellent customer service skills;

• Excellent oral and written communication skills in English;

• Operational French and/ or Dutch;

• Open and flexible approach (from time to time the position requires involvement in evening events and the need to work flexibly to accommodate this/other work spikes);

• Ability to work effectively within a team;

• Strong IT Skills, in particular Microsoft Excel & Word;

• Willingness and ability to review, develop and improve existing systems;